HomeMy WebLinkAbout07082025 Board of Public Works Meeting MinutesREGULAR MEETING JULY 8, 2025 142
REGULAR MEETING JULY 8, 2025
The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, July
8, 2025, by Board President Elizabeth A. Maradik in the 13" 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 Hillary Horvath confirmed the
presence of Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board
Members Gary Gilot, Murray Miller, Breana Micou, 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 Regular Meeting of the Board held on June 24, 2025, were approved.
OPENING OF BIDS — 2025 CONTRACTOR PAVING ROUND 2 — PROJECT NO. 125-034
(PR-00040888)
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:
MILESTONE CONTRACTORS, L.P.
24358 State Road 23
South Bend, IN 46614
oilipowgmilestonelp.com; akrueger a,milestonelp.com
Bid was submitted by Mr. Dustin P. Hilary
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 Acknowledgements were received.
BID:
Base Bid Total $2,278,000
RIETH-RILEY CONSTRUCTION CO., INC.
25200 State Road 23
South Bend, IN 46614
ralvaradogrieth-riley.com; gvanparysgrieth-riley.com
Bid was submitted by Mr. Ruben Alvarado
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 Acknowledgements were received.
BID:
Base Bid Total $2,196,392.10
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Engineering for review and recommendation.
OPENING OF BIDS — POLICE DEPARTMENT UPFIT EQUIPMENT—(PR-00041071)
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 Bid was opened and publicly read:
MOVE OVER OUTFITTERS INC.
3546 Brady Lane
Lafayette, IN 47909
sales(amoveoveroutfitters.com: kent(a.moveoveroutfitters.com
Bid Bond Submitted By Mr. Kent Wainscott
Non -Collusion, Non -Discrimination Affidavit Form was NOT submitted.
Ten percent (10%) Bid Bond was submitted.
REGULAR MEETING
JULY 8, 2025 143
C
Bid Total No Bid Amount
Submitted
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
bids were referred to Central Services for review and recommendation.
OPENING OF QUOTATIONS — URBAN HALF MOON NURSERY — PROJECT NO. 125-017R
(PR-00040816)
President Maradik advised that this was the date set for the receiving and opening of sealed
quotations for the above referenced project. The following quotation was opened and read:
ACORN LANDSCAPING LLC
3680 West Sample Street
South Bend, IN 46619
j effritschardkyahoo. com
Quotation was submitted by Ms. Andrea Ritschard
Non -Collusion, Non -Discrimination Affidavit Form was completed.
Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed.
QUOTATION:
Base Quote Total
$134,367
Allowance 1
$25,000
Alternate 1
$1,265
Alternate 2
$5,445
Alternate 3
$22,617
Alternate 4
$66,519
Alternate 5
$68,966
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
quotations were referred to Engineering and Venues Parks & Arts for review and
recommendation.
AWARD BID AND APPROVE CONTRACT — SOUTH WELL FIELD. WATER TREATMENT
PLANT, AND DISTRIBUTION SYSTEM IMPROVEMENTS — BID PACKAGE 2, DIVISION
A — PROJECT NO. 117-059A (SOUTHSIDE TIF AND WATER CAPITAL FUND)
Jacob Klosinski, Engineering, advised the Board that on June 10, 2025, bids were received and
opened for the above referenced project. After reviewing those bids, Mr. Klosinski recommended
that the Board award the contract to the lowest responsive and responsible bidder, R. Yoder
Construction, Inc., in the amount of $3,670,297. 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 — SOUTH WELL FIELD. WATER TREATMENT
PLANT, AND DISTRIBUTION SYSTEM IMPROVEMENTS — BID PACKAGE 2, DIVISION
B — PROJECT NO. 117-059A (SOUTHSIDE TIF AND WATER CAPITAL FUND)
Jacob Klosinski, Engineering, advised the Board that on April 22, 2025, bids were received and
opened for the above referenced project. After reviewing those bids, Mr. Klosinski recommended
that the Board award the contract to the lowest responsive and responsible bidder, C & E
Excavating, Inc., in the amount of $936,674. 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 OUOTATION AND APPROVE CONTRACT — DEMOLITION OF 4022 OLD
CLEVELAND ROAD — PROJECT NO. 125-038 (PR-00041653)
Zach Hurst, Engineering, advised the Board that on June 24, 2025, quotations were received and
opened for the above referenced project. After reviewing those quotations, Mr. Hurst
recommended that the Board award the contract to the lowest responsive and responsible quoter,
Ritschard Bros., Inc., in the amount of $29,251. Therefore, VP Molnar made a motion that the
REGULAR MEETING JULY 8, 2025 144
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.
AWARD QUOTATION AND APPROVE CONTRACT — STORM DRAIN AND SIDEWALK
REPAIR — (ACCT: 641-06-605-514-436001)
Chip Enos, Wastewater, advised the Board that in June, quotations were received and opened for
the above referenced project. After reviewing those quotations, Mr. Enos recommended that the
Board award the contract to the lowest responsive and responsible quoter, TX Concrete LLC, in
the amount of $1,525.75. 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.
APPROVAL OF REQUEST TO REJECT BIDS/QUOTATIONS — SOUTH WELL FIELD,
WATER TREATMENT PLANT, AND DISTRIBUTION SYSTEM IMPROVEMENTS — BID
PACKAGE 1 — PROJECT NO. 117-059A (SOUTHSIDE TIF AND WATER CAPITAL FUND)
In a memorandum to the Board, Jacob Klosinski, requested permission to reject all bids for the
above referenced project due to incomplete bid and exceeding the available budget. Therefore,
upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above
request was approved.
APPROVE CHANGE ORDER NO. 3 — BERCLIFF ESTATES SEWER SEPARATION —
PROJECT NO. 122-016 (PO-0028224)
President Maradik advised that Rebecca Plantz, Engineering, has submitted change order number
3 on behalf of Milestone Contractors, L.P., indicating the contract amount be increased by
$14,700.85 for a new contract sum, including this change order, in the amount of $752,055.36.
Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change
order was approved.
APPROVE CHANGE ORDER NO. 2 — ND-DTSB TRAIL — NOTRE DAME AVE. — PROJECT
NO. 122-040A (PO-0030356)
President Maradik advised that Charlie Brach, Engineering, has submitted change order number 2
on behalf of Milestone Contractors, L.P., indicating the contract amount be increased by
$38,739.92 and an additional two hundred and ten days for a new contract sum, including this
change order, in the amount of $5,623,247.37 with a new completion date of May 23, 2025. Upon
a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order
was approved.
APPROVE TITLE SHEET —KENNEDY ACADEMY- SAFE ROUTES TO SCHOOL (INDOT-LPA)
— PROJECT #123-017 (DES#2201237)
Ms. Gemma Stanton, Engineering, advised that one (1) title sheet for the above referenced project was
being presented at this time for execution. Upon a motion made by VP Molnar, seconded by Mr. Miller
and carried by roll call, the above referenced title sheet was approved and signed
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — 2025
NEIGHBORHOOD SERVICES & ENFORCEMENT DEMOLITIONS — PROJECT NO. 125-
043 (PR-00041906)
In a memorandum to the Board, Zach Hurst, 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 — CLEANUP OF
SOUTH BEND RANGE, PHASE I — BUILDING DEMOLITION — PROJECT NO. 125-020A
(PR-00041901)
In a memorandum to the Board, Zach Hurst, 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.
REGULAR MEETING
JULY 8, 2025 145
APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS — KENNEDY
PARK REHABILITATION CONSTRUCTION MANAGER AS CONSTRUCTOR — PROJECT
NO. 123-008 (PR-00041931)
In a memorandum to the Board, Sarah Barber, 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 AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA
The following agreements/contracts/proposals/addenda were submitted to the Board for approval:
Type
Business
Description
Amount/
Funding
Motion/
Second
Amendment
Lochmueller
Design Services of the
$361,336/
Molnar/ Miller
No. 2 to
Group
Coal Line Trail Phase 3 to
(PO)-0027674)
Professional
Shift Budget from Signal
Services
Design to Trail Design
Agreement
Project No. 123-007
Utility
S&J Real Estate
Water Extension
NA
Molnar/ Miller
Extension
Holdings LLC
Acceptance for 2240
Agreement
Prairie Ave. Project No.
Acceptance
DP22-018
APPROVAL OF LICENSE AND PERMIT APPLICATIONS
The following license and permit applications were presented forapproval:
Applicant
Description
Date/Time
Location
Motion
Carried
Coffee & Cars
Street Closure for
July 19, 2025/
Eddy St. from
Molnar/ Miller
Special Event
9:00 a.m. to
Angela Blvd to
1:00 P.M.
Napoleon St.
E. Washington
Street Closure for
July 26, 2025/
E. Washington St.
Molnar/ Miller
St. Block Party
Special Event
11:00 a.m. to
from Sunnyside Ave.
8:00 P.M.
to Jacob St.
July 41h of July
Ratify Street
July 4, 2025/
N. Elmer St. from
Molnar/ Miller
Celebration
Closure for Special
10:00 a.m. to
Humboldt St. to
Event
11:00 P.M.
Elwood Ave.
Family 41h of
Ratify Street
July 4, 2025/
Kentucky St. from
Molnar/ Miller
July Party
Closure for Special
10:00 a.m. to
Revere Pl. to Sample
Event
11:00 P.M.
St.
Light up the
Ratify Street
July 4, 2025/
Allen St. from
Molnar/ Miller
Sky
Closure for Special
12:00 p.m. to
Lindsey St. to
Event
11:00 P.M.
VanBuren St.
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
Acci LLC
Contractor
Approved
June 18, 2025
Acci LLC
Excavation
Approved
June 25, 2025
J & E Utilities, LLC
Occupancy
Approved
June 20, 2025
BCM Design and Construction, LLC
Occupancy
Approved
June 25, 2025
Acci LLC
Occupancy
Approved
June 18, 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:
REGULAR MEETING JULY 8, 2025 146
Name
Date
Amount of Claim
City of South Bend Claims GBLN-011005
06/17/2025
$2,625,183.60
City of South Bend Claims GBLN-0110500;
GBLN-0110505
06/24/2025
$2,378,952.17
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
Board President Liz Maradik introduced Hillary Horvath as the new clerk for the Board of
Public Works and thanked Ms. Theresa Heffiier for her service to the Board as clerk for the last
several years.
Vice President Joe Molnar thanked Ms. Horvath for updating the agendas to contain the Board
members' appointment date and term lengths in order to be compliant with the new state law. Mr.
Gilot asked Ms. Horvath to look back at supporting documents to confirm his appointment date as
he thought he was appointed to the Board earlier than 2012.
Board member Murray Miller asked if there was any conclusion to the issue with the contractor
who was awarded for the VPA Leeper Tennis Courts Reconstruction Project. He noted at the
Prebid meeting they did not supply the list of MWBE contacts.
Board attorney Michael Schmidt replied that as far as he knew, they had worked with the contractor
to make sure they identified their MWBE contacts to meet the goals. He added there had been
continuous discussions on how to address the City's MWBE program plan in order to more broadly
articulate what good -faith waivers could be and what responsibilities might be on contractors who
are bidding on projects in order to effectively meet goals or qualify for the good -faith waivers. He
clarified that making changes to one (1) section effects multiple sections, so it is prudent what gets
done doesn't have any negative effects elsewhere that ends up undermining the overall ordinance.
He emphasized that their goal is to maintain participation and make the environment flexible for
contractors trying to meet the participation goals, however, there is a lot of areas that are affected
by others being tweaked. He noted the Inclusive Procurement and Contracting Board must be
involved too, so it isn't just an executive decision.
Attorney Schmidt stated when the Board awarded the Leeper Tennis project, one (1) of the unique
factors that was taken into consideration by the City on this approach was the fact that we were
dealing with outside contractors from outside of Indiana and we wanted to try and create an
environment that was sympathetic to those who don't typically do work in our region and to be
supportive of their efforts to meet our MWBE goals when they don't know how to, but we also
need to be cognizant of wanting to give our local contractors who might not be able to meet a goal
for a particular project had some flexibility as well. Sometimes it is difficult to bid a project and
secure the engagement of a sub -contractor in the short time to advertise and when the bid needs to
be submitted. He emphasized the importance of recognizing all the moving parts without
undermining the MWBE ordinance of the City.
ADJOURNMENT
There being no further business to come before the Board, President Maradik adjourned the
meeting at 9:53 a.m.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
1*4�'k � ffL
Elizabeth A. Maradik, President
Gary A. Gilot, Member
Joseph R. Molnar, Vice President
WHE
Breana Micou, Member
Murray L. Miller, Member
Attest: Madeline Hostetler, Acting Clerk
Date: July 22, 2025