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HomeMy WebLinkAbout09092025 Board of Public Works Meeting MinutesAGENDA REVIEW SESSION SEPTEMBER 4, 2025 183 The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on September 4, 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, Hillary R. Horvath, presented the Board with a proposed agenda of items presented by the public and by City Staff. AGENDA REVIEW SESSION ACTION ITEM OPENING OF PROPOSALS – TRAFFIC SIGNAL CENTRAL MANAGEMENT – PROJECT NO. 125-051 Engineer Leslie Biek noted for the record that there was a typo in the submission email that was on the proposal documents sent out by engineering. Two (2) companies had tried to submit their proposals by the deadline for the August 26, 2025 meeting, but they did not have that correct email for proposal submission and received “bounce-back” emails. The two (2) companies were able to prove they had tried to submit the proposals to the Board before the 9 a.m. deadline, so their proposals would be read. Attorney Schmidt added that since these were proposals with no dollar amount or specific proposal information given at the regular meeting on August 26, 2025, no one would be given an unfair advantage with a late submission reading at today’s meeting. President Maradik stated the proposals will be reviewed and scored based on a matrix system, by a team made up of City representatives. Attorney Schmidt read the names of the following companies submitting proposals: ITERIS ALMAVIVA GROUP 319 W. State Street, Suite 200 Geneva, IL 60134 BPebbes@iteris.com ; cdh@iteris.com DLZ INDIANA, LLC 2211 East Jefferson Blvd. South Bend, IN 46615 rcarrington@dlz.com; ljohnson@dlz.com Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above proposals were referred to the review team for review and recommendation. Board members discussed the following item(s) from the agenda. OPENING OF QUOTATIONS Gary Gilot asked about item 4.A: The Pointe at Riverwalk Building Utility Materials and 4. B: The Pointe at Riverwalk Building Concrete. Engineer Gemma Stanton explained that the City has a development agreement with Century Builders for the Point at Riverwalk townhomes, under which the City is purchasing certain materials for the project. The purchased materials will be delivered to the construction site and utilized by Century Custom Builder’s contractors, rather than being installed by city staff or by a separately retained contractor. Gary Gilot expressed a preference for such public expenditures to go through the Board's process due to the dollar amount involved, ensuring transparency and oversight. REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS Gary Gilot asked about item 9.A: Wastewater SCADA Update. He asked about the scope. Engineer Stanton specified that the current request to advertise is for antenna and radio equipment upgrades to improve station connectivity, with Black and Veatch having verified signal strength and backup options in place. REGULAR MEETING SEPTEMBER 9, 2025 184 CHANGE ORDERS Murray Miller asked about 8.C: South Bend City Hall Renovation. Engineer Becca Plantz provided clarification to the Board regarding change orders for the South Bend City Hall renovation, explaining that all change orders were requested by the City and included a mix of errors, omissions, and owner additions, with documentation available for review. Examples of owner additions included HVAC repair and data relocations to accommodate new furniture and the weapons detection system, ensuring proper placement of equipment. PRIVILEGE OF THE FLOOR Board Attorney Michael Schmidt noted that they would be trying to add a resolution to Tuesday’s regular meeting that would require all residents and employees to walk through security and metal detectors at the new city hall facility. This would allow security to be able to deny entry to those who refuse to walk through security. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:48a.m. REGULAR MEETING SEPTEMBER 9, 2025 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, September 9, 2025, by Board President Elizabeth A. Maradik in the 13th 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 R. Horvath confirmed the presence of Board President Elizabeth A. Maradik, Vice President Joseph Molnar (absent), 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 Mr. Miller, seconded by Ms. Micou and carried by roll call, the minutes for the Agenda Review Session and Regular Meetings of the Board held on August 21, 2025 and August 26, 2025, were approved. OPENING OF BIDS – DEMOLITION OF RABBI SHULMAN APARTMENTS – PROJECT NO. 125-014 (PR-00042469) September 23, 2025 REGULAR MEETING SEPTEMBER 9, 2025 185 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: MELCHING INC. 3662 Airline Rd. Muskegon, MI 49444 adamdejonge@melchingdemo.com Bid was signed by Adam Dejonge Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted One (1) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received BID: Base Bid Total $1,080,000 INDIANA EARTH, INC. 10343 McKinley Hwy Osceola, IN 46561 estimatorindianaearth@yahoo.com; earth92inc@sbcglobal.net Bid was signed by Mark Osler Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted One (1) of Two (2) Addendum Acknowledgements received BID: Base Bid Total $1,799,000 ADAMO DEMOLITION CO. 320 E. Seven Mile Rd. Detroit, MI 48203 radamo@adamogroup.com Bid was signed by Richard Adamo Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received Base Bid Total $1,495,995 RITSCHARD BROS., INC. 1204 W. Sample St South Bend, IN 46619 Rit1204@datacruz.com Bid was signed by Rachelle L. Dolniak Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received BID: Base Bid Total $1,582,503 C&E EXCAVATING, INC. 53767 County Road 9 Elkhart, IN 46514 REGULAR MEETING SEPTEMBER 9, 2025 186 tbonadies@candeexcavating.com Bid was signed by Thad Bessinger Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted One (1) of Two (2) Addendum Acknowledgements received BID: Base Bid Total $1,582,000 DORE & ASSOCIATES, INC. P.O. Box 338 Bay City, MI 48707 ests@doreassoc.com Bid was signed by Jason Dore Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received Base Bid Total $1,195,200 GREEN DEMOLITION CONTRACTORS, INC. 315 Brighton Street LaPorte, IN 46350 mike@greendemolitioninc.com; kim@greendemolitioninc.com Bid was signed by Michael Brough Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted. Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received BID: Base Bid Total $1,348,000 DEMOLITION CONTRACTORS INC. DBA PITSCH COMPANIES 675 Richmond St. NW Grand Rapids, MI 49504 Stevenpitsch@aol.com Bid was signed by Steven Pitsch Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted. Three (3) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received Base Bid Total $1,555,500 RENASCENT, INC. 6325 Digital Way, Ste 300 Indianapolis, IN 46278 lfray@renascentinc.com Bid was signed by Luke Fray Non-Collusion, Non-Discrimination Affidavit Form was completed Five percent (5%) Bid Bond was submitted Two (2) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received Base Bid Total $1,399,580 REGULAR MEETING SEPTEMBER 9, 2025 187 Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the above bids were referred to Public Works for review and recommendation. OPENING OF QUOTATIONS – THE POINTE AT RIVERWALK BUILDING (UTILITY MATERIALS) – PROJECT NO. 124-069M (PR-00043008) President Maradik advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: ETNA SUPPLY COMPANY 1212 S. Walnut St. South Bend, IN 46619 bbowman@etnasupply.com Bid was signed by Brett Bowman Non-Collusion, Non-Discrimination Affidavit Form was completed Zero (0) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received BID: Base Quote Total $59,038.79 BUC CONSTRUCTION SUPPLY, INC. 2304 Brothers Drive, Suite #E Lafayette, IN 47909 tc@bucconstructionsupply.com Bid was signed by Teresa Butler Non-Collusion, Non-Discrimination Affidavit Form was completed Two (2) MWBE Forms (1.0, 2.0, 2.1) were submitted Two (2) of Two (2) Addendum Acknowledgements received BID: Base Quote Total $77,019.24 CORE & MAIN 731 West Ireland Rd. South Bend, IN 46614 Jorge.camacho@coreandmain.com Bid was signed by Jorge Camacho Non-Collusion, Non-Discrimination Affidavit Form was completed Three (3) MWBE Forms (1.0, 2.0, 2.1) were incomplete One (1) of Two (2) Addendum Acknowledgements received BID: Base Quote Total $71,663.60 Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the above quotations were referred to Public Works for review and recommendation. OPENING OF QUOTATIONS – THE POINTE AT RIVERALK CONCRETE – PROJECT NO. 124-069CR (PR-00042529) President Maradik advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: NO QUOTATIONS RECEIVED REGULAR MEETING SEPTEMBER 9, 2025 188 Attorney Schmidt noted that since this was a supply item, he recommended the Board grant this as an open market purchase consistent with Indiana Code 5-22. Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the Board acknowledged no bids were received and granted permission for this item go to the open market for procurement. OPENING OF QUALIFICATIONS/PROPOSALS – WESTERN AVENUE TRANSFORMATION DISTRICT – PROJECT NO. 125-047 (SECTION 108 LOAN) Charlotte Brach, Engineering, advised that this was the date set for the receiving and opening of sealed proposals for the above referenced project. President Maradik stated the Proposals will be reviewed and scored based on a matrix system, by a team made up of City representatives. Attorney Schmidt read the names of the following companies submitting proposals: TROYER GROUP 3930 Edison Lakes Pkwy Mishawaka, IN 46545 jsg@troyergroup.com ABONMARCHE CONSULTANTS 315 W. Jefferson Blvd. South Bend, IN 46601 mrozycki@abonmarche.com JONES PETRIE RAFINSKI 325 S. Lafayette Blvd. South Bend, IN 46601 acunningham@jpr1source.com LOCHMUELLER GROUP 112 W. Jefferson Blvd., Ste. 500 South Bend, IN 46601 Jclark@lochgroup.com Sent an email stating they would not be submitting a proposal DLZ INDIANA, LLC 2211 East Jefferson Blvd. South Bend, IN 46615 mdoyle@dlz.com Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the above proposals were referred to public works and the review team for review and recommendation. AWARD BID AND APPROVE CONTRACT – GRAND TRUNK RAILROAD WATER MAIN REPLACEMENT AT GREENLAWN AVE. AND S. 30th ST. – PROJECT NO. 122041 (PR- 00033297) Adam Cole, Central Services, advised the Board that on August 12, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Cole recommended that the Board award the contract to the lowest responsive and responsible bidder, Spirit Ford, Inc., in the amount of $397,177. Therefore, Mr. Miller made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Ms. Micou seconded the motion, which carried by roll call. REGULAR MEETING SEPTEMBER 9, 2025 189 AWARD BID AND APPROVE CONTRACT – SPEC C – SEVEN (7) OR NEWWER ¾ TON FOUR WHEEL DRIVE PICK UP TRUCKS –(PR-00042013; PR-00042010; PR-00042011; PR-00042012; PR-00042014) Adam Cole, Central Services, advised the Board that on July 22, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Barber recommended that the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, Inc, for Division 1 in the amount of $656,292. Therefore, Mr. Miller made a motion that the recommendation be accepted, and the bid be awarded, and the contract approved as outlined above. Ms. Micou seconded the motion, which carried by roll call. TABLED - AWARD BID AND APPROVE CONTRACT – RIVERFRONT WEST URBAN NEIGHBORHOOD DEVELOPMENT – PROJECT NO. 121-067 (PR-00040996) Charlotte Brach, Engineering, advised the Board that on July 22, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Brach recommended that the Board award the contract to the lowest responsive and responsible bidder, C&E Excavating, Inc., in the amount of $5,979,535; Base Bid and Alternate A for phase I. President Maradik stated there was a request to table the item. Therefore, Mr. Miller made a motion that the recommendation be tabled. Ms. Micou seconded the motion, which carried by roll call. AWARD QUOTATION AND APPROVE CONTRACT – MARSHALL PARK TENNIS AND SIDEWALK COURT RESURFACING – PROJECT NO. 125-026A (PR-00042762) Zak Tebell, Engineering, advised the Board that on August 26, 2025, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Tebell recommended that the Board award the contract to the lowest responsive and responsible quoter, Arnt Asphalt Sealing Inc., in the amount of $49,995. Therefore, Mr. Miller made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Ms. Micou seconded the motion, which carried by roll call. AWARD QUOTATION AND APPROVE CONTRACT – POTAWATOMI CONSERVATORY ROOF REPLACEMENT – PROJECT NO. 125-049 (PR-00042350) Zak Tebekll, Engineering, advised the Board that on August 26, 2025, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Tebell recommended that the Board award the contract to the lowest responsive and responsible quoter, Slatile Roofing and Sheet Metal Co.,, in the amount of $151,812. Therefore, Mr. Miller made a motion that the recommendation be accepted, and the quotation be awarded, and the contract approved as outlined above. Ms. Micou seconded the motion, which carried by roll call. APPROVE CHANGE ORDER NO. 1 (FINAL) – 2025 TREE REMOVAL – PROJECT NO. 125-018 (PO-0037148) President Maradik advised that Gemma Staton, Engineering, has submitted change order number 1 (Final) on behalf of Gallegos Tree Service, indicating the contract amount be increased by $3,500 for a new contract sum, including this change order, in the amount of $20,252. Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the change order was approved. APPROVE CHANGE ORDER NO. 1 – IVY ALLEY WINDOWS – PROJECT NO. 125- 029R(PO-0038166) President Maradik advised that Zack Hurst, Engineering, has submitted change order number 1 on behalf of D-8 Glass, indicating the contract amount be increased by $5,346.80 for a new contract sum, including this change order, in the amount of $70,000 with an additional thirty-one (31) days and a new completion date of September 15, 2025. Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the change order was approved. REGULAR MEETING SEPTEMBER 9, 2025 190 APPROVE CHANGE ORDER NO. 2 – SOUTH BEND CITY HALL RENOVATION – PROJECT NO. 125-001 (ECONOMIC DEVELOPMENT LIT, TIF, WATER & SEWER CAPITAL) President Maradik advised that Rebecca Plantz, Engineering, has submitted change order number 2 on behalf of Larson-Danielson Construction Co., indicating the contract amount be increased by $201,123.20 for a new contract sum, including this change order, in the amount of $7,908,338.77. Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the change order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS – WASTEWATER SCADA UPDATE – PROJECT NO. 124-003A (SEWAGE WORKS CAPITAL) In a memorandum to the Board, Gemma Staton, Engineering, requested permission to advertise for the receipt of bids for the above referenced project. Therefore, upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the above request was approved. ADOPT RESOLUTION NO. 20-2025 – A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the following resolution was adopted by the Board of Public Works: RESOLUTION NO. 20-2025 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS FOR THE DISPOSAL OF SURPLUS PROPERTY WHEREAS, I.C. 36-9-6-1 gives the Board of Public Works of the City of South Bend the right and duty to have custody of, control of, use of, and dispose of in accordance with Indiana statutes, all real and personal property owned by the City of South Bend; and WHEREAS, the Common Council of the City of South Bend passed as amended on January 11, 1988, Ordinance No. 7847-88 which mandates the Board of Public Works of the City of South Bend to determine that the sidearm of a police officer who retires in good standing is surplus property and no longer useful to the City of South Bend; and WHEREAS, SCHOOL RESOURCE OFFICER ANTONIO PACHECO retired effective August 11th, 2025 from the South Bend Police Department after twenty-one (21) years of service, and the Board of Public Safety of the City of South Bend has determined that he retired in good standing; and WHEREAS, I.C. 5-22-22-1 permits and establishes procedures for disposal of personal property which is no longer needed by the City and which is unfit for the purpose for which it was intended; NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend that handgun Serial No. FJN6907, a Smith and Wesson M&P Handgun, is no longer needed by the City and is unfit for the purpose for which it was intended and has an estimated fair market value of less than Five Hundred Dollars ($500.00). BE IT FURTHER RESOLVED that said property be disposed of and removed from the City inventory. ADOPTED this 9th day of September 2025. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Gary A. Gilot s/ Murray L. Miller s/ Breana N. Micou ATTEST: s/ Hillary R. Horvath, Clerk REGULAR MEETING SEPTEMBER 9, 2025 191 ADOPT RESOLUTION NO. 21-2025 – A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ESTABLISHING A POLICY FOR METAL DETECTORS AT CITY HALL Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the following resolution was adopted by the Board of Public Works: RESOLUTION NO. 21-2025 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS ESTABLISHING A POLICY FOR METAL DETECTORS AT CITY HALL WHEREAS, the City of South Bend Board of Public Works (“Board”) is the contracting body for the City of South Bend, Indiana (“City”); and WHEREAS, the Board has custody of real property owned by the City pursuant to Ind. Code Section 36-9-6-3; and WHEREAS on or about October 6, 2022, the City purchased the property located at 215 South Dr. Martin Luther King Jr. Blvd., South Bend, Indiana, 46601 to establish a new city hall at this location (“City Hall”); and WHEREAS, the City intends to open City Hall to its employees and the public at some point before the end of the year; and WHEREAS, the City is committed to creating a safe City Hall for the public and City employees; and WHEREAS, the City acknowledges and shall abide by Indiana Code Section 35-47-11.1- 3 while creating a safe City Hall for the public and City employee; and WHEREAS, the use of metal detectors is a standard security measure for visitors and employees entering other Indiana governmental buildings; and WHEREAS, the use of a metal detector is a reasonable measure to prevent undetected weapons, including but not limited to any switchblade, hunting knife, dagger, metal knuckles, chain, slingshot, bow and arrow, firecrackers, fireworks, blowgun, any dangerous lethal instrument, harmful solid, liquid, aqueous, effervescent, gaseous substance, or other dangerous weapon or substance which City Hall security reasonably believes may be harmful, from being carried into government buildings; and WHEREAS, all City employees, guests, visitors and invitees shall be required to walk through the metal detector or otherwise be subject to handheld wand search prior to achieving entrance into City Hall. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS AS FOLLOWS: 1.The Board hereby establishes a policy which conditions access to City Hall upon passageway through a metal detector or a handheld wand search for all City employees, guests, visitors in an effort to support a safe City for the public and City employees. Nothing in this policy shall be construed to violate Indiana Code. 35-47-11.1-3. 2.This Resolution will be in full force and effect upon its adoption by the Board and the opening of City Hall. ADOPTED at a meeting of the City of South Bend, Indiana, Board of Public Works held on 9th day of September, 2025. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS REGULAR MEETING SEPTEMBER 9, 2025 192 s/ Elizabeth A. Maradik s/ Gary A. Gilot s/ Murray L. Miller s/ Breana N. Micou ATTEST: s/ Hillary R. Horvath, Clerk 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 No. 1 to OEA Abonmarche Consultants, Inc. Additional Scope of Sidewalk Design along E. Walter St. for the O’Brien Park Splashpad and Restroom, Project No. 125-026 $9,000 PO-0039235 Miller/ Micou Authorization , Access and Indemnificati on Agreement Housing Authority of South Bend Access Agreement with HASB to Demolish the Former Rabbi Shulman Apartments at 628 W. Western Avenue, Project No. 125-014 NA Miller/ Micou APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried NeighborFest Street Closure for Special Event September 12, 2025; 10:00 a.m. to 8:00 p.m. Blaine Ave. between Lincoln Way West and LaPorte Ave. Miller/ Micou St. Joesph County Crop Walk Street Closure for Special Event September 21, 2025; 1:00 p.m. to 5:00 p.m. Brief Crossings at Intersections Starting at East Bank Trail; Sample St. Bridge; Lincoln Way; High St.; Wenger; Fellows; Broadway; Bronson; Edgewater; Plaza Park Sidewalk Miller/ Micou Colfax Neighbors Block Party Street Closure for Special Event September 27, 2025; 2:00 p.m. to 9:00 p.m. Colfax Ave between Twyckenham Dr. and Esther St. Miller/ Micou Smart Parking Inc. Public Parking Facility Renewal 220 W. Colfax Ave. & 133 N. Main St. Miller/ Micou APPROVE/DENY TRAFFIC CONTROL DEVICES Upon a motion made by Mr. Miller, seconded by Ms. Micou and carried by roll call, the following traffic control device request was approved: REGULAR MEETING SEPTEMBER 9, 2025 193 DENIED INSTALLATION: Handicapped Accessible Parking Space Sign LOCATION: 452 S. Illinois St. REMARKS: Criteria Not Met NEW INSTALLATION: No Parking Signs During Stadium Events LOCATION: Harter Heights Neighborhood REMARKS: All Criteria Met NEW INSTALLATION: No Parking Signs on this Side of the Street LOCATION: South Side of Oak St. between Cushing St. and Cottage Grove Ave. REMARKS: All Criteria Met TABLED - APPROVE MODIFICATIONS OF INDUSTRIAL WASTEWATER DISCHARGE PERMIT(S) In a Memorandum to the Board, Ms. Serena Lozano-Shane, Division of Wastewater, submitted the following wastewater discharge permit(s) for renewal and recommended approval: 1)Cleveland-Cliffs New Carlisle, 30755 Edison Road 2)Edcoat LLC, 30350 Edison Road 3)Honeywell International Inc., 3520 Westmoor Street 4)Toefxo Engineering LLC DBA Imagineering Enterprises LLC, 1302 West Sample Street & 3722 Foundation Court 5)McCormick & Company, Inc., 3425 Lathrop St. 6)Messer, LLC, 3809 West Calvert Street 7)Monarch Linen, 1601 Lincoln Way West 8)301 Linen Services LLC DBA Monarch Textile Rental Services, 721 College Street 9)Pioneer Metal Finishing, LLC, 3201 West Calvert Street 10) St. Joseph Energy Center, 54745 Walnut Rd. 11) Steel Warehouse Company LLC, 2722 West Tucker Drive 12) Suzuki Garphyttan Corporation, 4404 Nimtz Parkway 13) Town of New Carlisle/SJEC Water Treatment Facility, 54955 Walnut Rd. 14) Unifrax 1 LLC DBA ALKEGEN, 54401 Smilax Rd. 15) Vestis Services, LLC, 3701 Progress Drive President Maradik noted there was a request to table the items. There being no further discussion, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the wastewater discharge permits were tabled. 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 LL Props, LLC Contractor Approved August 25, 2025 EnviroCore, Inc. Excavation Approved August 25, 2025 Acorn Landscaping, Inc Excavation Approved August 28, 2025 EnviroCore, Inc. Occupancy Approved August 25, 2025 Hayes Design Company, LLC Occupancy Released November 4, 2025 REGULAR MEETING SEPTEMBER 9, 2025 194 Majority Builders, Inc. Occupancy Released September 16, 2025 Majority Builders, Inc. Occupancy Approved July 18, 2025 LL Props, LLC Occupancy Approved August 25, 2025 Cutting Edge Concrete LLC Occupancy Approved June 16, 2025 Mr. Miller made a motion that the bond’s approval and/or release as outlined above be ratified. Ms. Micou 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-0116142; GBLN-0116203; GBLN-0116424 08/20/2025 $10,946,365.63 City of South Bend Claims GBLN-0116701 08/26/2025 $5,573,050.56 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 Mr. Miller, seconded by Ms. Micou, and carried by roll call, the Board ratified the preapproved claims payments. PRIVILEGE OF THE FLOOR Board Attorney Michael Schmidt brought up the physical bid that came in from Renascent Inc. He stated their paper files included a folded-up envelope that said, “confidential,” which requested that if they weren’t under consideration for the award, that their financials be returned unopened to them. Attorney Schmidt recommended their bid be considered non-responsive since financials are required to b e responsive. Mr. Gilot said in the past that bids with those requests would go to the City controller to have him/her give their recommendation after review. Attorney Schmidt stated that was not a precedent that they wanted to set for future bids, and City bidding documents state upfront that bidders are required to give their financials for department review in order to be transparent. Abigail (Abby) Magas introduced herself as the new City engineer for the City of South Bend. She touched on her education and work background in civil engineering and expressed her excitement for the chance to work with the City of South Bend. The Board welcomed Abby. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:11 a.m. September 23, 2025 REGULAR MEETING DECEMBER 16, 2025 246 REGULAR MEETING DECEMBER 16, 2025 The Regular Meeting of the Board of Public Works was convened at 9:31 a.m. on Tuesday, December 16, 2025, by Board President Elizabeth A. Maradik in the 4th Floor Public Meeting Room, Council Chambers of the City Hall Building, 215 S. Martin Luther King Jr. Blvd., Suite 400., South Bend, Indiana. The meeting was also streamed live to the public via Microsoft Teams. Board Clerk Hillary R. 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 Agenda Review Session and Regular Meetings of the Board held on December 4, 2025 and December 9, 2025, were approved. ELECTION OF 2026 BOARD OF WORKS PRESIDENT AND VICE PRESIDENT Upon a motion made by VP Molnar to nominate Liz Maradik for President, seconded by Mr. Miller and carried by roll call, Liz Maradik was approved to be President of The Board of Public Works for 2026. Upon a motion made by Mr. Miller to nominate Joseph Molnar for Vice President, seconded by Ms. Micou and carried by roll call, Joseph Molnar was approved to be Vice President of The Board of Public Works for 2026. OPENING OF QUOTATIONS – WASTEWATER TREATMENT PLANT ACCESS ROAD MILLING & PAVING – PROJECT NO. 125-081 (SEWAGE WORKS OPERATIONS, BUILDING REPAIR & MAINTENANCE) President Maradik advised that this was the date set for the receiving and opening of sealed quotations for the above referenced project. The following quotations were opened and read: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 dsauer@rieth-riley.com Quotation was submitted by Mr. Ruben Alvarado Non-Collusion, Non-Discrimination Affidavit Form was completed. Three (3) Forms MWBE-1.0, 2.0, 2.1 were completed. QUOTATION: Base Quote $123,255 Division A $18,425 Division B $52,560 Division C $21,325 Division D $30,945 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above quotations were referred to Public Works for review and recommendation. AWARD BID AND APPROVE CONTRACT – DREWRY’S BREWERY CLEANUP, PHASE III – REMAINING FOUNDATIONS – PROJECT NO. 119-031E (PO-0044160) Zach Hurst, Engineering, advised the Board that on December 9, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Hurst recommended that the Board award the contract to the second lowest responsive and responsible bidder, Ritschard Bros., Inc., in the amount of $419,235. 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 DECEMBER 16, 2025 247 TABLED - AWARD BID AND APPROVE CONTRACT – THE MONREAUX – PROJECT NO. 125-066 (River West Acct#324-443001) Gemma Staton, Engineering, advised the Board that on November 25, 2025, bids were received and opened for the above referenced project. After reviewing those bids, Ms. Staton recommended that the Board award the contract to the lowest responsive and responsible bidder, Miller’s Building Supply, in the amount of $303,000. President Maradik stated there was a request to table the item until the first 2026 meeting. Therefore, VP Molnar made a motion that the recommendation be tabled. Mr. Miller seconded the motion, which carried by roll call. AWARD QUOTATION AND APPROVE CONTRACT – WASTEWATER TREATMENT PLANT SCADA ROOM FIRE SUPPRESSION SYSTEM – PROJECT NO. 124-038R (PR- 000035314) Jacob Klosinski, Engineering, advised the Board that on February 11, 2025, quotations were received and opened for the above referenced project. After reviewing those quotations, Mr. Klosinski recommended that the Board award the contract to the lowest responsive and responsible quoter, Larson-Danielson Construction Co., Inc. in the amount of $173,800 for the base bid plus alternate 1. 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. AWARD QUOTATION AND APPROVE CONTRACT – 2025 NEIGHBORHOOD SERVICES & ENFORCEMENT DEMOLITIONS – TWO COMMERCIAL PROPERTIES – PROJECT NO. 125-043B (PR-00044709) Zach Hurst, Engineering, advised the Board that on December 9, 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, Green Demolition Contractors, Inc., in the amount of $79,800. 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 CHANGE ORDER NO. 2 – VPA LEEPER PARK TENNIS COURTS – PROJECT NO. 124-022 (PARKS & RECREATION ACCT. NO. 287-443001) President Maradik advised that Lidya Abreha, Engineering, has submitted change order number 2 on behalf of Byrne & Jones Construction, indicating the contract amount be increased by $17,250 for a new contract sum, including this change order, in the amount of $1,788,371.07 and a new completion date of May 1, 2026. 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. 1 – SOUTH BEND CITY HALL RENOVATIONS – WATER SOFTNER – PROJECT NO. 124-001A (ECONOMIC DEVELOPMENT LIT) President Maradik advised that Rebecca Plantz, Engineering has submitted change order number 1 on behalf of IDEAL Consolidated, Inc., indicating the contract amount be increased by $3,348 for a new contract sum, including this change order, in the amount of $43,904. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. ADOPT RESOLUTION NO. 30-2025 – A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS, HONORING GARY A. GILOT FOR HIS DEDICATED SERVICE TO THE CITY OF SOUTH BEND, INDIANA Mayor James Mueller was present to thank Mr. Gilot for his years of service to the City of South Bend as the Public Works director and as a board member. VP Joseph Molnar and Board member Murray Member also gave thanks to Mr. Gilot for the time he invested in them as new board members to help them get their footing and appreciated Mr. Gilot’s friendly demeanor. 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: REGULAR MEETING DECEMBER 16, 2025 248 RESOLUTION NO. 30-2025 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS HONORING GARY A. GILOT FOR HIS DEDICATED SERVICE TO THE CITY OF SOUTH BEND, INDIANA WHEREAS, after twenty-five (25) years of faithful and dedicated service to the City of South Bend, Gary Gilot will resign from the City of South Bend’s (“City”) Board Public Works upon conclusion of the December 16, 2025 Board of Public Works meeting; and WHEREAS, as part of his distinguished professional career, Gary served as the Director of Public Works for the City from 2000 through 2011 and on the City’s Board of Public Works from 2000 to 2025; and WHEREAS, upon his retirement from the Director of Public Works, Gary continued to serve the City through his role as a member of the City’s Board of Public Works, and; WHEREAS, Gary’s dedication to civil service continued after his retirement from the City through the mentoring of numerous City staff members, including several current members of the Department of Public Works; and WHEREAS, during his time with the City, Gary has provided both the Department of Public Works and the Board of Public Works with exceptional leadership, and has earned the admiration and respect of his fellow employees, Board members and City administrators; and WHEREAS, Gary has served an integral role in the design, planning, development, financial stewardship and completion of every major City infrastructure project over the last twenty-five (25) years; and WHEREAS, Gary will always be considered an asset to the City for his knowledge, dedicated service to the community and mentorship; and NOW, THEREFORE, BE IT RESOLVED that the City of South Bend Board of Public Works does hereby commend and honor Gary Gilot and hereby congratulate him upon his retirement from the City’s Board of Public Works. ADOPTED this 16th day of December 2025 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 ATTEST: s/ Hillary R. Horvath, Clerk APPROVE CHANGE ORDER NO. 1 – 2024 LEAD SERVICE LINE AND MAIN REPLACEMENT – SOUTHEAST ZONE – PROJECT NO. 123-069B (State Revolving Fund) President Maradik advised that Rebecca Plantz, Engineering, has submitted change order number 1 on behalf of Selge Construction Co., Inc., indicating the contract amount be increased by $13,911.03 for a new contract sum, including this change order, in the amount of $6,207,194.53. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. REGULAR MEETING DECEMBER 16, 2025 249 APPROVE CHANGE ORDER NO. 1 (FINAL) AND PROJECT COMPLETION AFFIDAVIT – 2024 LEAD SERVICE LINE AND MAIN REPLACEMENT – WEST ZONE – PROJECT NO. 123-069A (State Revolving Fund) President Maradik advised that Rebecca Plantz, Engineering, has submitted change order number 1 (final) on behalf of Selge Construction Co., Inc., indicating the contract amount be decreased by $85,071.09 for a new contract sum, including this change order, of $1,636,878.66. Also submitted was the project completion affidavit indicating this new final cost of $1,636,878.66. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, change order number 1 (final) and the project completion affidavit were approved. APPROVE CHANGE ORDER NO. 2 (FINAL) AND PROJECT COMPLETION AFFIDAVIT – VPA ATHLETIC COURT RENOVATIONS, PHASE II – PROJECT NO. 121-033AR2 (PO- 0018558) President Maradik advised that Kyle Ludlow, Engineering, has submitted change order number 2 (final) on behalf of Milestone Contractors, L.P., indicating the contract amount be decreased by $95,631.75 for a new contract sum, including this change order, of $1,508,316.58. Also submitted was the project completion affidavit indicating this new final cost of $1,508,316.58. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, change order number 2 (final) and the project completion affidavit were approved. APPROVE CHANGE ORDER NO. 3 (FINAL) AND PROJECT COMPLETION AFFIDAVIT – VPA ATHLETIC COURT RENOVATIONS, PHASE III – PROJECT NO. 123-040 (PO- 0024691) President Maradik advised that Kyle Ludlow, Engineering, has submitted change order number 3 (final) on behalf of Milestone Contractors, L.P., indicating the contract amount be decreased by $1,854.60 for a new contract sum, including this change order, of $507,680.95. Also submitted was the project completion affidavit indicating this new final cost of $507,680.95. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, change order number 3 (final) and the project completion affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT – 2024 COMMUNITY CROSSINGS, ROUND 2 – PROJECT NO. 124-047 (PO-0035019) 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 $1,041,856.85. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved subject to the City verifying that all goals were met. APPROVE PROJECT COMPLETION AFFIDAVIT – 2025 BRICK SPOT REPAIR – PROJECT NO. 125-015 (PO-0039465) President Maradik advised that Rebecca Maenhout, Engineering, has submitted the project completion affidavit on behalf of Acorn Landscaping LLC, for the above referenced project, indicating a final cost of $208,521.45. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved subject to the City verifying that all goals were met. APPROVE CERTIFICATE OF SUBSTANTIAL COMPLETION – WWTP SOLAR GUARANTEED ENERGY SAVINGS CONTRACT – PROJECT NO. 124-015 (PO-0035380) President Maradik advised that Gemma Staton, Engineering, has submitted the certificate of substantial completion on behalf of Veregy, LLC., indicating a substantial completion date of March 1, 2025 for the lighting and November 17, 2025 for the solar array for the above project. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the certificate of substantial completion was approved. REGULAR MEETING DECEMBER 16, 2025 250 APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS – DEMOLITION OF 747-749 HARRISON AVENUE – PROJECT NO. 124-062 (River West DA TIF) 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 AND TITLE SHEET – PORTAGE AND ELWOOD DEMOLITION – PROJECT NO. 124-065B (PR-00044845) In a memorandum to the Board, Gemma Staton, 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 – 2026 CCMG IRELAND ROAD – PROJECT NO. 125-061 (PR-00044963) In a memorandum to the Board, Dan Jones, 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 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 No. 1 to Real Property Transfer Agreement South Bend Heritage Foundation, Inc. Extension of the Construction Start Date from 12 Months after Closing to 24 Months and Construction Completion Date from 30 Months to 42 Months after Closing Due to Unforeseen Circumstances Related to the Site Design for 601 W. Washington St. NA Molnar/Miller Ratify Emergency Contract Selge Construction Co., Inc. Installation of Nine (9) Fire Hydrants along Darden Rd. & Lexington Ave. due to Lack of Access to Adequate Fire Suppression per City Standards, Project No. 122-053 $255,500 (PR- 00043993) Molnar/Miller Professional Services Agreement VS Engineering Co. Study on the Rehabilitation of the IN TEK and KOTE Sewer Lines, Project No. 125- 012 $376,600 (PR- 00044838) Molnar/Miller TIF Project Purchase Waiver Monreaux, LLC Waiver and Indemnification Agreement for Purchase of Building Materials, Project No. 125-066 NA Molnar/Miller REGULAR MEETING DECEMBER 16, 2025 251 Amendment No. 1 to Professional Services Agreement Stantec Consulting Services Preliminary Design and Start Final Design Phases for the Federally Mandated Long-term Control Plan for the Randolph-Sampson Treatment Basin, Project No. 124-039 $1,747,259 (PR- 00037223) Molnar/Miller FAVORABLE RECOMMENDATION - PETITION TO VACATE THE EAST/WEST ALLEY BETWEEN 516 S. MICHIGAN ST. 7 520 S. MICHIGAN ST. President Maradik indicated that Rachel Mospan, has submitted a request to vacate the above referenced alley. President Maradik advised the Board is in receipt of favorable recommendations concerning this vacation petition from the Public Works Department, Fire Department, Police Department, and Community Investment who all state the request does meet the criteria of I.C. 36-7-3-13. Therefore, VP Molnar made a motion to send a favorable recommendation to the Common Council. Mr. Miller seconded the motion which carried by roll call. FAVORABLE RECOMMENDATION - PETITION TO VACATE THE 1ST EAST/WEST ALLEY, WEST OF N. MAIN ST. AND NORTH OF W. COLFAX AVE. AND THE 1ST NORTH/SOUTH ALLEY WEST OF N. MAIN ST. AND NORTH OF W. COLFAX AVE. President Maradik indicated that Erin Michaels, DCI, has submitted a request to vacate the above referenced alleys for the City of South Bend. President Maradik advised the Board is in receipt of favorable recommendations concerning this vacation petition from the Public Works Department, Fire Department, Police Department, and Community Investment who all state the request does meet the criteria of I.C. 36-7-3-13. Therefore, VP Molnar made a motion to send a favorable recommendation to the Common Council. Mr. Miller seconded the motion which carried by roll call. 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: RENEWAL: Accessible Parking Space Sign Permit #4 APPLICANT: Wendi Maxwell LOCATION: North Side of Jefferson Blvd., Ease of Lafayette Blvd. 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 Creek Run LLC & AEC LLC Excavation Approved December 8, 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. PRIVILEGE OF THE FLOOR Board President Elizabeth Maradik thanked Mr. Gilot again for his service to the City of South Bend, adding it was a pleasure and honor to work with him. Mr. Gilot thanked the Board for their kind words, and as a last service as a board member, he kindly pointed out that the downtown wayfinding signs still direct those looking for city offices to the County-City Building and not the new City Hall. REGULAR MEETING DECEMBER 16, 2025 252 Vice President Joseph Molnar wished everyone happy holidays. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 9:52 a.m. _________________________________ Elizabeth A. Maradik, President _________________________________ Joseph R. Molnar, Vice President ____REMOVEFROM SIGNATURE_ Gary A. Gilot, Member _________________________________ Murray L. Miller, Member _________________________________ Breana N. Micou, Member January 13, 2026