Loading...
HomeMy WebLinkAbout04222025 Board of Public Works Meeting MinutesAGENDA REVIEW SESSION APRIL 17, 2025 88 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on April 17, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller, Breana Micou, and Board Attorney Michael Schmidt present. The Board of Public Works Clerk, Theresa Heffner, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. RESOLUTIONS Skip Morrell Planner from Community Investment was present to discuss item 8. A.: Resolution of the City of South Bend, Indiana Board of Public Works adopting a Written Fiscal Plan and Establishing a Policy for the Provision of Services to an Annexation Area in German Township (Edison Sundown Annexation Area). He noted that this is a voluntary annexation of two (2) parcels just east of St. Joseph Valley Parkway near the airport at the north intersection of Edison and Sundown. It is nine (9) acres on the site and there are two (2) buildings there that are 43,000 square feet. They are hoping to annex to utilize water for fire suppression. They are looking to add an additional 13,000 square foot section to the warehouse. No Public Works capital expenditures are necessary by the City. Water is available on Edison Road and they are not looking to connect to sewer at this time. He shared a copy of the map for the Board to see the annexation area. PUBLIC HEARING The Director of Public Works, Eric Horvath, was present to discuss item 2. A.: PFAS Minimization at North WTP, Edison Water Filtration Plant and Lead Service Line Replacement. He noted that for the upcoming public hearing for SRF bonds related to the Edison project, they decided to use GAC for the unit process due to its cost-effectiveness and compatibility with the existing facility. Mr. Gilot asked what the unit process is that removes PFAS. Director Horvath advised GHC because it is a lot less expensive and it can fit inside the North Station without having to build another structure. Mr. Gilot advised that Director Horvath already has a lot of experience with GAC already. Director Horvath noted that the anti -exchange would probably provide additional benefits, but the cost was doubling and they couldn't fit it all inside because it was much larger equipment. President Maradik noted that there were no documents in the file and asked if there would also be a presentation. Board Clerk, Theresa Heffner, stated the document was quite large, but she would place it in the meeting file for review. Director Horvath advised that there would be a presentation done by staff at Tuesday's meeting. President Maradik noted that they would open for public comments after the presentation. OPENING OF BIDS Mr. Gilot asked if casing pipe or river crossing pipe would be used for item 3. E.: Grand Truck Western Railroad Water Main Replacement at Greenlawn Ave. & 30th St. or if would just be normal pipe. Director Horvath clarified that the current pipe is not in a casing and noted the benefits of using casing pipes for future issues. TRAFFIC CONTROL DEVICES Mr. Gilot, after reading the report in the file for item I I.A.: Removal of Traffic Signal and Installation of a 4-way stop asked if the City shouldn't seek to do more of a broader study to be able to remove more of these and build up a critical spare parts inventory of mast arms and controller related equipment and to avoid millions of dollars of expenses. Director Horvath noted that the City did a bunch of them when they did all of the two-way streets in downtown. He added that some of the intersections are overdesigned and don't need traffic signals. It's a lot less expensive and easier to maintain. Mr. Gilot stated that they were probably put in when there was a population of 130,000 people. He also asked if someone could do a count of the number that have been eliminated because they are no longer needed and multiply that by the capital cost - that would be good information to share with the taxpayers. Mr. Miller asked about a traffic light that was removed on Lincoln Way that caused a lot of problems for residents trying to get onto Lincoln Way. He asked if the warning signs that a light will be removed could remain in place longer to help people get used to the change. Director REGULAR MEETING APRIL 22, 2025 89 Horvath advised that they go by MUTCD standards, so they have a certain timeframe, but that is why they are using stop signs with flashing lights on them to make it obvious to people that it is different. He discussed the effectiveness of stop control at intersections with low traffic volume. President Maradik noted that she believes that the intersection has been a 4-way stop for close to or even past ninety (90) days. AGREEMENTS/CONTRACTS.PROPOSALS' ADDENDA Mr. Gilot was present to discuss item 9.B.: Collection Services Agreement — Revco Solutions, Inc. He wanted to know if they had an office in Indiana for collections in Indiana. Attorney Schmidt advised that they are a big collection agency. He added that this is really just a service agreement which doesn't need to be brought to the Board, so it will likely be removed from the final agenda for Tuesday. However, in full transparency, the Water Works Utility office wants to make sure that everybody knows what they are doing. This is a standard collection agreement and they are going to recoup some of the amount that the City writes off which is around six (6) figures. Mr. Gilot asked if they really collect that much. Director Horvath stated that he could get those numbers for Mr. Gilot. He said that they have not used a collection agency since before COVID. Director of Water Works Matt Bussell entered the meeting and was able to let Mr. Gilot know that this company is the same one that they were using before, so they must have an office in Indiana. Mr. Miller asked if there would be anything sent out to the general public to let them know that this is happening again. Director Horvath stated that it is part of the standard procedure and the City is not changing anything in terms of the way we have our bills set up and our collections process, except that after we have exhausted every means to try to collect at that point, we have the option to send it to the collection agency which take several months. PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:46 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: May 13, 2025 REGULAR MEETING APRIL 22, 2025 90 REGULAR MEETING APRIL 22, 2025 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, April 22, 2025, by Board President Elizabeth A. Maradik in the 131h Floor Conference Room of the County -City Building, 227 W. Jefferson Blvd., South Bend, Indiana. The meeting was also streamed live to the public via Microsoft Teams. Board Clerk Theresa Heffner confirmed the presence of Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot (left at 10:20 a.m.), Murray Miller, Breana Micou (arrived at 10:32 a.m.), and Board Attorney Michael Schmidt, with a roll call. President Maradik reminded virtual attendees to mute their microphones and turn off their cameras when not speaking, and to save their questions and comments for the Privilege of the Floor. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the minutes for the Agenda Review Session and Regular Meetings of the Board held on April 3, and April 8, 2025, were approved. Breana Micou was not present to vote on this item. PUBLIC HEARING — PFAS MINIMIZATION AT NORTH WTP, EDISON WATER FILTRATION PLAND, AND LEAD SERVICE LINE REPLACEMENT On Tuesday, April 22, 2025 the Board of Public Works opened a Public Hearing on the PFAS Minimization at North Water Treatment Plant, Edison Water Filtration plant, and Lead Service Line Replacement. The presentation was given by Mark Rackow of Black and Veatch Engineering, Assistant City Engineer Sarah Barber, and Assistant City Engineer Becca Plantz. Mark Rackow of Black and Veatch Engineering started the Public Hearing related to the loan requested from IFA for three (3) projects. He stated that as part of the loan with the state, a public hearing is required. The purpose of it is for us to go over with the public the project elements of the three (3) projects and to procure the project funding. The loan application was submitted to the IFA around the end of March and then they had a few questions and we sent them supplemental material before April first so that they could make sure that it was on their list and it included these three (3) projects. Mark Rachow of Black & Veatch Engineering presented an update on the PFAS Minimization Project at South Bend's North Water Treatment Plant. He highlighted the new national primary drinking water regulations issued in April 2024, which include enforceable limits for PFAS—a group of thousands of synthetic chemicals, with regulatory focus on the most prevalent six (6). Testing at the North Plant between 2023 and 2024 showed PFAS levels exceeding the new maximum contaminant limits, prompting the need for treatment upgrades. Black & Veatch and the City of South Bend conducted a technology evaluation to identify effective treatment solutions. Among several options, anion exchange was selected for its cost- effectiveness, feasibility, and efficacy in removing target PFAS compounds specific to the City's water profile. The project is currently in the bench -scale testing phase, using water samples from the North Plant (and Pinhook) to determine the most effective resin for full-scale implementation. The planned design involves installing four (4) anion exchange tanks on a newly constructed second level within the existing facility, thereby avoiding the need for external infrastructure. The project budget includes a $12 million loan request from the state, with an additional $3.43 million to be funded through capital sources. The Preliminary Engineering Report (PER) has been submitted, and regulatory approvals are anticipated by midsummer. Design and construction will follow, with the critical goal of achieving compliance before the plant's continued operation becomes non -viable under the new regulations. Engineer Plantz discussed the planned improvements for the Edison Water Filtration Plant. The plant, originally built in 1965 and last overhauled in 1994 with a filter media replacement in 2009, requires several upgrades due to outdated equipment and infrastructure. These improvements will ensure Edison can serve as a primary water supply for the central zone while other plants are being worked on. Notably, the gravity media filters will not be replaced, but instead, acid washing will be used, which has proven to be a cost-effective solution as seen in the Pinhook project. Additional upgrades include work on the fluoride system, backwash waste sludge dewatering (pending calculations related to arsenic levels), and adjustments to groundwater pretreatment, such as replacing aerators with an inline mixer. Plans also include upgrading the Clearwell, pump room, and electrical systems, along with improvements to the backwash tank drainage and air handling systems. Further upgrades include replacing tanks, recoding equipment, and improving the pipe REGULAR MEETING APRIL 22, 2025 91 gallery. She noted the estimated cost for these improvements is $8 million, which will address the most urgent needs of the plant, making it more reliable and efficient. The project is ahead of schedule, with design work reaching about sixty percent (60%) completion. The City is evaluating whether to proceed with standard bidding or alternative bidding methods, similar to those used for the Pinhook project. A guaranteed maximum price is expected by December 2025, with a loan closing anticipated in January 2026. Construction is slated to begin after all paperwork is in place, with a full year allocated for completing the upgrades. Engineer Barber presented an update on the City's Lead Service Line Replacement efforts, which are funded through a separate portion of the State Revolving Fund (SRF). Currently, the city is working under a $5 million contract with forgivable funds received in the last funding round and is applying for an additional $5 million to continue this work. She added that South Bend maintains a public inventory of service lines, drawing data from sources such as tax records, water testing, and property age. Approximately 30,000 service lines are known or assumed to contain lead. While not all lines are leaching lead, the City's naturally hard water helps reduce corrosion risks. With the anticipated funding, the City expects to replace lead lines at roughly 400 locations, from the water main to the exterior of homes —the interior plumbing remains the homeowner's responsibility, which differs from other Indiana communities. Previous contracts were divided into three (3) subcontracts; two (2) have been awarded, and the third is targeted with the new funding. Priority areas were selected based on prior analysis and mapped using census data. The City aims for efficiency by replacing full blocks rather than individual homes. The replacement work is scheduled alongside the PFAS North Station project, with a goal to complete all replacements by 2028. Overall, the City is requesting $25 million in SRF funds: $12 million (repayable) for the PFAS North Station, $8 million (repayable) for the Edison project, and $5 million (forgivable) for lead line replacements. Mr. Gilot asked about Ion exchange or granular activated carbon, adding that the City is familiar with granular activated carbon, at least a couple other well fields and it is very forgiving; there's not much to do. He asked if the ion exchange was a vulnerable process where the operators have to pay close attention in order to produce good results, or is it pretty much like the GAC? Mr. Rackow of Black and Veatch Engineering advised that there is a long evaluation memo talking about the operational aspects of it and the efficiency of it, and when you expect to see breakthrough, it is basic. It's very similar to granular carbon. It doesn't look the same at all, but once it's in there, it's doing its work. He noted a few operational concerns, like right away, you have to waste a couple bit and then you have to add some extra chlorine and there's a few little anecdotal things on the side you do, but It's not really that different than granular activated carbon to like the North Plant is working through. The breakthrough was the best within exchange and it's more targeted for these chemicals, granule activated carbon can attack a whole bunch of things, including PFAS and exchange resins are specifically targeted and they will just be getting out the plastics. A single in -life cycle cost was another aspect that really stood out above and beyond granular activated carbon. Mr. Gilot asked that if the City experiences another volatile organic compound, will the ionic exchange do anything for that that GAC would. Mr. Rackow advised that they would be looking at exactly what it is and whether or not it would worsen if you had granular activated carbon. You'd probably be thinking you would be covered to some extent, so it has been a nice plus from my point of view, but that is just a personal note. Mr. Gilot stated that it is Engineering's judgment, having dealt with a lot of well fields that were impacted by volatile organic compounds. Mr. Rackow noted that they initially assumed GAC would come out better in the study and it did not come out better from a cost or from an efficiency of removals. Engineer Barber stated that each plant may be different, so we will learn from North Station and we will learn more through the design as we go through that process. Mr. Gilot stated that the number of laterals exceeded 50,000 so that must include a lot of laterals that are outside the city limits. Engineer Barber advised that they include everything that the City services, so it goes to the areas outside of the city limits that we service. Board Member, Murray Miller asked if the City would be replacing the lead service line or if the homeowners will have a cost. The last time there was not a cost to homeowners if he remembered REGULAR MEETING APRIL 22, 2025 92 right. Engineer Barber advised that it is the homeowner's responsibility, but that is where we are trying to apply for any free money that we can to help. The last time they received funding from the state and it was forgivable. Mr. Gilot noticed that the ceiling was peeling at the Edison Water Filtration Plant and asked if was in the scope to be repainted. Engineer Plantz advised that she does not believe it is in the scope, and it is a maze up there so she was not sure if it would be easy to just change order it in and paint it. Mr. Gilot said it would be more challenging after the facilities are in place. Mr. Gilot wanted to confirm that the interest rate for the SRF is much lower than they could get on their own. He wanted that to go on record for the rate payers that there is a reason the City is going this way. Director Horvath advised that it is less, so it is a significant savings. Board President, Elizabeth Maradik indicated that this is a Public Hearing and that anyone wanting to speak in favor of or against the proposal was welcome to speak. No one was in attendance that wished to speak so the Public Hearing was closed. OPENING OF BIDS — SOUTH WELL FIELD WATER TREATMENT PLANT AND DISTRIBUTION SYSTEM IMPROVEMENTS — PROJECT NO. 117-059A — PACKAGE 1 (SOUTHSIDE TIF AND CAPTIAL FUND) This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: R. YODER CONSTRUCTION INC. 27453 County Road 150 Nappanee, IN 46550 shellygryoderconstru ction. com Bid was signed by Mr. Jason Yoder Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were incomplete. One (1) of One (1) Addendum(s) Acknowledgement received. BID: Base Bid Total No Bid BOWEN ENGINEERING CORPORATION 8802 N. Meridian St. Indianapolis, IN 46260 Stoutkbownenen _ ing eering com; elaine.dabneygbowenengineering com Bid was signed by Mr. Doug Stout Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. BID: Base Bid $4,966,000 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works for review and recommendation. OPENING OF BIDS — SOUTH WELL FIELD WATER TREATMENT PLANT AND DISTRIBUTION SYSTEM IMPROVEMENTS — PROJECT NO. 117-059A — PACKAGE 2 (SOUTHSIDE TIF AND CAPTIAL FUND) This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: R. YODER CONSTRUCTION INC. 27453 County Road 150 REGULAR MEETING APRIL 22, 2025 93 Nappanee, IN 46550 shell a,ryoderconstruction.com Bid was signed by Mr. Jason Yoder Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. on Base Bid Total No Bid Division A No Bid Division B No Bid HRP CONSTRUCTION CO. 5777 Cleveland Road., P.O. Box 266 South Bend, IN 46624 jeredb( bMeonstruction.com; mattckhrpconstruction.com; cindyvkhrpconstruction.com Bid was signed by Mr. Matthew D. Cain Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. :n Base Bid Total $1,232,495.70 Division A No Bid Division B $1,232,495.70 SELGE CONSTRUCTION CO., INC. 2833 South 11TH St. Niles, MI 49120 bkunskselgeconstruction.com; aswinehart(d),selgeconstruction.com Bid was signed by Mr. Robert P. Kuhns Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. S Base Bid $1,015,000 Division A No Bid Division B $1,015,000 C&E EXCAVATING, INC. 53767 County Road 9 Elkhart, IN 46514 jbonadies(a),candeexcavating com Bid was signed by Mr. Thad Bessinger Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. : 101 Base Bid $936,674 Division A No Bid Division B $936,674 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works for review and recommendation. REGULAR MEETING APRIL 22, 2025 94 OPENING OF BIDS — WASTEWATER TREATMENT PLANT WAS THICKENING IMPROVEMENTS — PROJECT NO. 123-031B (PR -SEWAGE WORKS CAPITAL 642-06-605- 514-442005) This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: BOWEN ENGINEERING CORPORATION 8802 N. Meridian St. Indianapolis, IN 46260 stout(a�bowenen ing Bering com; matthew.carlin(a�bowenen ing Bering com Bid was signed by Mr. Doug Stout Non -Collusion, Non -Discrimination Affidavit Form was completed. Five percent (5%) Bid Bond was submitted. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. One (1) of One (1) Addendum(s) Acknowledgement received. an Base Bid $4,756,000 Alternate 1 N/A Alternate 2 N/A Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works for review and recommendation. OPENING OF BIDS — GRAND TRUNK WESTERN RAILROAD WATER MAIN REPLACEMENT AT GREENLAWN AVE. & 30TH ST. — PROJECT NO. 122-041 (PR- 00033297 This was the date set for receiving and opening sealed bids for the above referenced project. The Clerk tendered proof of publication of the Notice in the South Bend Tribune, which was found to be sufficient. The following bids were opened and publicly read: NO BIDS RECEIVED AWARD BID AND APPROVE CONTRACT — 2025 STREET AND SEWER MATERIAL BIDS — PROJECT NO. 125-005 (PR-00039711) Mr. Dan Jones, Engineering, advised the Board that on April 8, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Jones recommended that the Board award the contract to the lowest responsive and responsible bidders, Smith Ready Mix - Division A: Rieth-Riley Construction Co., Inc. — Division B, Item B-1: Division B, Item B-2, no bids received, City recommendation to proceed to open market: Klink Trucking Inc. - Division B, Items B-3, B-4 and B-6: Penn Soils LLC — Division B, Item B-5: BUC Construction Supply, Inc. - Division C, American Highway Products - Division D: Division E - No bids received, will proceed; City recommendation to proceed to open market: K-Tech Specialty Coatings - Division F: Bit- Mat Products of Indiana - Division G, Items G-1 and G-2: Division G, Item G-3 — No bids received, will proceed; City recommendation to proceed to open market. Therefore, VP Molnar made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Mr. Miller seconded the motion, which carried by roll call. AWARD BID AND APPROVE CONTRACT — 2025 ASPHALT MATERIAL BID — PROJECT NO. 125-006 (PR-00039712) Mr. Dan Jones, Engineering, advised the Board that on April 8, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Jones recommended that the Board award the contract to the lowest responsive and responsible bidder, Milestone Contractors L.P., in the amount of $3,320,625 (Unit Pricing). Therefore, VP Molnar made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Mr. Miller seconded the motion, which carried by roll call. REGULAR MEETING APRIL 22, 2025 95 AWARD QUOTATION AND APPROVE CONTRACT — SEITZ PARK SIGNAGE — PROJECT NO. 117-093 (PR-00040479) Mr. Patrick Sherman, Engineering, advised the Board that on April 14, 2025, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible quoter, U.S. Signcrafters, in the amount of $26,161. Therefore, VP Molnar made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Mr. Miller seconded the motion, which carried by roll call. APPROVE PROJECT COMPLETION AFFIDAVIT — 2024 CURB AND SIDEWALK PROGRAM, DIVISION 4 — PROJECT NO. 124-009 (PO-0032685) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Rieth-Riley Construction Co., Inc., for the above referenced project, indicating a final cost of $82,607.11. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2025- WATER TREATMENT CHEMICALS — WASTEWATER 2025-2026 — (641-06-605-514-422012) In a memorandum to the Board, Mr. Jacob Klosinski, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — 2025 GUARDRAIL IMPROVEMENTS — PROJECT NO. 124-026 (PR-00040530) In a memorandum to the Board, Ms. Lidya Abreha, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the title sheet. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request to advertise was approved, and the title sheet was approved and signed. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET — 2025 COMMUNITY CROSSINGS — PROJECT NO. 125-004 (PR-00040469) In a memorandum to the Board, Ms. Leslie Biek, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Also presented at this time for approval and execution was the title sheet. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request to advertise was approved, and the title sheet was approved and signed. ADOPT RESOLUTION NO. 12-2025 — A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (EDISON SUNDOWN ANNEXATION AREA) Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the following resolution was adopted by the Board of Public Works: RESOLUTION NO. 12-2025 A RESOLUTION OF THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA ADOPTING A WRITTEN FISCAL PLAN AND ESTABLISHING A POLICY FOR THE PROVISION OF SERVICES TO AN ANNEXATION AREA IN GERMAN TOWNSHIP (EDISON SUNDOWN ANNEXATION AREA) WHEREAS, there has been submitted to the Common Council of the City of South Bend, Indiana, an Ordinance and a petition by all (100%) property owners which proposes the annexation of real estate located in German Township, St. Joseph County, Indiana, which is more particularly described at Page 14 of Exhibit "A" attached hereto; and WHEREAS, the territory proposed to be annexed encompasses approximately 8.9 acres of land, which property is at least 12.5% contiguous to the current City limits, i.e., 45.8% contiguous, generally located north of the intersection of Edison Road and Sundown Road (24355 Edison Road). It is anticipated that the annexation area will be used for warehousing; and REGULAR MEETING APRIL 22, 2025 96 WHEREAS, the development will require a basic level of municipal public services of a non -capital improvement nature, including street and road maintenance, street sweeping, flushing, snow removal, and sewage collection, as well as services of a capital improvement nature, including street and road construction, street lighting, a sanitary sewer system, a water distribution system, and a storm water system and drainage plan; and WHEREAS, the Board of Public Works now desires to establish and adopt a fiscal plan and establish a definite policy showing: (1) the cost estimates of services of a non -capital nature, including street and road maintenance, street sweeping, flushing, and snow removal, and sewage collection, and other non -capital services normally provided within the corporate boundaries; and services of a capital improvement nature including street and road construction, street lighting, a sanitary sewer extension, a water distribution system, and a storm water system to be furnished to the territory to be annexed; (2) the method(s) of financing those services; (3) the plan for the organization and extension of those services; (4) that services of a non -capital nature will be provided to the annexed area within one (1) year after the effective date of the annexation, and that they will be provided in a manner equivalent in standard and scope to similar non -capital services provided to areas within the corporate boundaries of the City of South Bend, regardless of similar topography, patterns of land use, and population density; (5) that services of a capital improvement nature will be provided to the annexed area within three (3) years after the effective date of the annexation within the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density, and in a manner consistent with federal, state and local laws, procedures, and planning criteria; and (6) the plan for hiring the employees of other governmental entities whose jobs will be eliminated by the proposed annexation. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF PUBLIC WORKS OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: Section I. It is in the best interest of the City of South Bend and the area proposed to be annexed that the real property described more particularly at Page 14 of Exhibit "A" attached hereto be annexed to the City of South Bend. Section II. That it shall be and hereby is now declared and established that it is the policy of the City of South Bend, by and through its Board of Public Works, to furnish to said territory services of a non -capital nature, such as street and road maintenance, street sweeping, flushing, and snow removal, within one (1) year of the effective date of the annexation in a manner equivalent in standard and scope to services furnished by the City to other areas of the City regardless of similar topography, patterns of land utilization, and population density; and to furnish to said territory, services of a capital improvement nature such as street and road construction, a street light system, a sanitary sewer system, a water distribution system, a storm water system and drainage plan, within three (3) years of the effective date of the annexation in the same manner as those services are provided to areas within the corporate boundaries of the City of South Bend regardless of similar topography, patterns of land use, or population density. Section III. That the Board of Public Works shall and does hereby now establish and adopt the Fiscal Plan, attached hereto and incorporated herein as Exhibit "A", and made a part hereof, for the furnishing of said services to the territory to be annexed, which provides, among other things, that the public sanitary sewer and water network is available with capacity sufficient to service this area with costs for extensions, any improvements in sewer or water capacity, and a City -approved drainage system to be paid for by the developer, all in compliance with state and local law; that no additional street lighting will be necessary and any future lighting especially of a decorative nature or with underground wiring will be at the developer/owner's expense; and that no new public streets will be required. Section IV. To the extent required by the City, sidewalks should be provided by the owner/developer along public streets and must comply with the Americans with Disabilities Act (ADA) under the PROWAG standards. Section V. It is required as a condition of annexation that any future alterations to the property meet the City of South Bend's building and zoning requirements. REGULAR MEETING APRIL 22, 2025 97 ATTEST: s/ Theresa Heffner, Clerk CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Joseph R. Molnar s/ Gary A. Gilot s/ Murray L. Miller s/ Breana N. Micou APPROVAL OF AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following agreements/contracts/proposals/addenda were submitted to the Board for approval: Type Business Description Amount/ Motion/ Funding Second Real Property South Bend Transfer of City Property NA Molnar / Miller Transfer Heritage at 723 W. Wayne St. for Agreement Foundation Constructing Affordable Housing Ratify F.A. Wilhelm Ratify AIA, AI33 Contract $38,000/ Molnar / Miller Contract for Construction Manager (PR-00040488) for New Parking Garage Professional Abonmarche Development of Plans for $77,500/ Molnar / Miller Services Consultant Inc the Demolition of (PR-00040491) Agreement Buildings at 1302 Elwood Ave. *Attorney Schmidt noted that he would like the Board to approve the contract subject to final legal review and approval. He added that there is language in the agreement that is being reviewed by outside lawyers that needs to be finalized. He also noted that there was wording in the contract that stipulated that any change orders could be initiated by the architect, so the City changed that to read "owner", which allows no one else but the City to initiate a change order. Mr. Miller was concerned about change orders since this is a CMc project. Attorney Schmidt advised that this is a sperate issue from the CMc process. APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried May First Street Closure for May 2, Michigan St. Molnar / Fridays Special Event 2025/4:30p.m. between Miller to 9:OOp.m. Washington St. & Jefferson Blvd. Leeper Park Street Closure for June 13-16, Riverside Dr. Molnar / Art Fair Special Event 2025/10:00a.m. between N. Miller to S:OOp.m. Lafayette Blvd & Michigan St. Bacon Around Street Closure for June 21, North on Niles Ave., Molnar / the Bend 5K Special Event 2025/8:OOa.m. Right on Pokagon St., Miller to 11:OOa.m. Right on Lawrence St., Right on Napoleon St., Left on St. Louis Blvd., Left on Peashway St., Right on Lawrence St., Left on Pokagon St., Left on Niles Ave., to Corby's Tavern Concours Street Closure for July 12, W. Washington St. Molnar / d'Elegance at Special Event 2025/5:OOa.m. between Laurel St. Miller Co shaholm to 6:00 .m. & Chapin St. REGULAR MEETING APRIL 22, 2025 98 Sun Flower Massage 421 N. Hickory Rd. Molnar / Massage Establishment Miller Renewal Memorial Public Parking 365 Days a 707 N. Michigan Molnar / Hospital of Facility Renewal Year 24/7 St./Bartlett Parking Miller South Garage Bend/Beacon Health System Aloft South Sidewalk Caf6 365 Days a 111 N. Main St. Molnar / Bend Permit Year/24/7 Miller Hammer & Sidewalk Caf6 Sunday- 613 E. Jefferson Molnar / Quill Permit Saturday/ Blvd. Miller 7a.m. to 12a.m. *Attorney Schmidt wanted to thank the special events committee and VPA for their efforts to make this event a success. They are aware of the individual that removed some barricades last year and drove through the fair. They are working to mitigate that issue for the next event. He commended everyone for their efforts. APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the following traffic control device request was approved: REMOVAL AND NEW INSTALLATION: Removal of Traffic Signal and Installation of 4-way Stop LOCATION: Intersection of William St. & Washington Ave. REMARKS: All Criteria Met RATIFY APPROVAL AND/OR RELEASE CONTRACTOR, EXCAVATION, AND OCCUPANCY BONDS The Division of Engineering Permit Department recommended that the following bonds be ratified pursuant to Resolution 100-2000 and/or released as follows: Business Bond Type Approved/ Released Effective Date Justin Pletzke dba Neighborhood Partners Contractor Approved March 28, 2025 Ts Concrete Creations LLC Contractor Approved March 28, 2025 Kemna Restoration & Construction Inc. Excavation Released May 24, 2025 Swizek Enterprises Inc. Occupancy Approved Aril 8, 2025 Justin Pletzke dba Neighborhood Partners Occupancy Approved March 28, 2025 Ts Concrete Creations LLC Occupancy Approved March 28, 2025 RW Masonry Restorations LLC Occupancy Approved Aril 17, 2025 Lucas Trucking & Excavating LLC Occupancy Approved Aril 17, 2025 VP Molnar made a motion that the bond's approval and/or release as outlined above be ratified. Mr. Miller seconded the motion, which carried by roll call. RATIFY PREAPPROVED CLAIMS PAYMENTS VP Molnar stated the Board received notices of the following preapproved claim payments from the City's Department of Administration and Finance: Name Date Amount of Claim City of South Bend Claims GBLN-0103410; 03/17/2025 $85,718.12 GBLN-0103581 City of South Bend Claims GBLN-0103619; 03/25/2025 $7,516,525.09 GBLN-0103806 City of South Bend Claims GBLN-0104361; 04/02/2025 $3,445,093.88 GBLN-0104423; GBLN-0104631 City of South Bend Claims GBLN-0105003; 04/08/2025 $4,809,309.79 GBLN-0105592; GBLN-0105596 REGULAR MEETING APRIL 22, 2025 99 Name Date Amount of Claim City of South Bend Claims GBLN-0105154; GBLN-0105592; GBLN-0105596 04/14/2025 $4,505,964.18 City of South Bend Claims GBLN-0105589 04/15/2025 $1,374,417.53 Each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Therefore, upon a motion by VP Molnar, seconded by Mr. Miller, and carried by roll call, the Board ratified the preapproved claims payments. PRIVILEGE OF THE FLOOR Resident of Andrea Roger of 5081/z W. Washington St. stated that she is happy with the traffic lights being removed and the flashing four-way stop signs that took their place. She asked if the City would place a street light at that intersection because it gets very dark and there is a lot of foot traffic. Rodney Harris of JQOL Engineering introduced himself to board members and stated that he would like to get involved in city projects. JQOL is a minority business enterprise (MBE). ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:24 a.m. BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: May 13, 2025