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HomeMy WebLinkAbout09232025 Board of Public Works Meeting MinutesAGENDA REVIEW SESSION [.�:42921u1:321:9iE:V0iy.4. 6881M The Agenda Review Session of the Board of Public Works was convened at 10:30 a.m. on September 18, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller (absent), 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 AWARD BID AND APPROVE CONTRACT - RIVERFRONT WEST URBAN NEIGHBORHOOD DEVELOPMENT - PROJECT NO.121-067 (PR-00040996) Charlie 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. Therefore, VP Molnar 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. Board members discussed the following item(s) from the agenda. REQUESTS TO ADVERTISE FOR THE RECEIPTOF BIDS Mr. Gilot asked about 7.A: Nexus Center Elevator and why the City was doing this work and if the City had offices there. Director Horvath stated it was covered by a development agreement related to academic development. MODIFICATIONSTO INDUSTRIAL WASTEWATER DISCHARGE PERMITS Mr. Gilot asked about Item 11. A-P and asked about the status of these permits. Clerk Horvath confirmed that the pretreatment team plans to present at the next agenda review meeting session. PROJECT COMPLETION AFFIDAVITS Attorney Schmidt noted items 6.A: Bercliff Estates Sewer Separation and 6.13: 2023 Concrete Repairs both had exceeded their MWBE goals. PRIVILEGE OF THE FLOOR Board Attorney Schmidt informed the Board that BPW meetings will continue at the County -City Building through October 2025 and then switch to the new City Hall come November 2025. Board Clerk Hillary Horvath introduced Engineering's newest administrative assistant, Candy Bermudez. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:36 a.m. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS a Elizabeth A. Maradik, President •��. - % = Gary A. Gilot, Member Murray L. Miller, Member ,�— 771 Joseph R. Molnar, Vice President Breana Micou, Member xA� f 4off, Attest: Hillary R. Horvath, Clerk Date: October 14, 2025 REGULAR MEETING SEPTEMBER 23, 2025 196 REGULAR MEETING SEPTEMBER 23, 2025 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, September 23, 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, 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 September 4, 2025 and September 9, 2025, were approved. OPENING OF BIDS - CLEANUP OF SOUTH BEND RANGE, PHASE I - PROJECT NO.125- 020AR (PR-00041901) 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: RENASCENT, INC. 6325 Digital Way, Ste 300 Indianapolis, IN 46278 Ifray@renascenti nc.com Bid was signed by Luke Fray 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. Base Bid Total $922,250 DORE & ASSOCIATES, INC. P.O. Box 338 Bay City, M148707 ests@doreassoc.com Bid was signed by Jason C 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. Base Bid Total $575,000 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. REGULAR MEETING SEPTEMBER 23, 2025 197 BID: Base Bid Total $505,100 GREEN DEMOLITION CONTRACTORS, INC. 315 Brighton Street LaPorte, IN 46350 mikeggreendemolitioninc.com; kimggreendemolitioninc.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. BID: Base Bid Total $684,800 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works and DO for review and recommendation. AWARD QUOTATION AND APPROVE CONTRACT - THE POINTE AT RIVERWALK - UTILITY MATERIALS - PROJECT NO. 124-069M (PR-00043008) Gemma Staton, Engineering, advised the Board that on September 9, 2025, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Staton recommended that the Board award the contract to the lowest responsive and responsible quoter, Etna Supply Company, in the amount of $63,838.79. 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. Board Attorney Schmidt noted for the record that post bid, a bidder asked if all bids were "Buy America" compliant. He stated that City staff and engineering confirmed that Etna Supply Company was compliant and confirmed it in writing. APPROVE CHANGE ORDER NO. 1 - VPA LEEPER PARK TENNIS COURTS - PROJECT NO. 1(Parks & Recreation) President Maradik advised that Lidya Abreaha, Engineering, has submitted change order number one on behalf of Byrne & Jones Construction, indicating the contract amount be increased by $14,950 fora new contract sum, including this change order, in the amount of $1,771,121.07. Upon a motion made byVP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - BERCLIFF ESTATES SEWER SEPARATION - PROJECT NO. 122-016C (PO-0028224) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Milestone Contractors, L.P., for the above referenced project, indicating a final cost of $752,055.36. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. APPROVE PROJECT COMPLETION AFFIDAVIT - 2023 CONCRETE REPAIRS - PROJECT NO.123-022 (PO-0025871) President Maradik advised that Kyle Ludlow, Engineering, has submitted the project completion affidavit on behalf of Milestone Contractors, L.P., for the above referenced project, indicating a final cost of $3,292,628.21. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. REGULAR MEETING SEPTEMBER 23, 2025 198 APPROVAL OF REQUEST TO ADVERTISE FORTH RECEIPT OF BIDS AND TITLE SHEET - NEXUS CENTER ELEVATOR - PROJECT NO.125-016 (PR-00043220) In a memorandum to the Board, ZakTebell, 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 REQUESTTO ADVERTISE FORTHE RECEIPTOF BIDSAND TITLE SHEET - MAIN AND WAYNE GARAGE ELEVATOR - PROJECT NO.125-027 (PR-00043224) In a memorandum to the Board, ZakTebell, 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.22-2025 - A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS AFFIRMING CONDEMNATION ACTIONS OF THE CITY OF SOUTH BEND, INDIANA Board attorney Schmidt noted for the record that this was not on the prior week's agenda review session. He stated that the resolution serves to document compliance and Board approval for the property acquisition process. 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.22-2025 A RESOLUTION OF THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS AFFIRMING AND AUTHORIZING CONDEMNATION ACTIONS OF THE CITY OF SOUTH BEND, INDIANA WHEREAS, the City of South Bend Board of Public Works ("Board") is a contracting body for the City of South Bend, Indiana ("City"); and WHEREAS, the Board has custody of certain real property owned by the City pursuant to I.C. §36-9-6-3; and WHEREAS, the Board is appointed by the Mayor, in accordance with Ind. Code §36-4-9-6; and WHEREAS the Board recognizes that eminent domain is a legal option for obtaining property and that it has the authority to condemn property for any public use pursuant to Ind. Code §§32-24-1-1 et seq., 32-24-2-1 et seq., and elsewhere in the Indiana Code; and WHEREAS, the Board acknowledges that the City, through its Department of Community Investment, has a planning division, which solicits public input and creates neighborhood plans for desired improvements in areas throughout the City, which neighborhood plans are adopted by various boards and commissions, including but not limited to the South Bend Common Council and the South Bend Redevelopment Commission ("Neighborhood Plans"); and WHEREAS, the Board acknowledges that some aspects of such Neighborhood Plans may require the acquisition of real property; and WHEREAS, the Board acknowledges that the City may use Ind. Code §34-24-1-1 et seq. to purchase or acquire such real property or to file a suit in eminent domain; and WHEREAS, the Board acknowledges that it is not required to provide authorization prior to offering to purchase or filing a suit in condemnation for such property pursuant to Ind. Code §32-24-1-1 et seq.; however, the Board believes that the City has ability to acquire property to enact the vision of Neighborhood Plans; and REGULAR MEETING SEPTEMBER 23, 2025 199 WHEREAS, the Board desires to affirm its support of the City's acquisition of property pursuant to I.C. §34-24-1-1 etseq., and, although not expressly required by I.C. §34-24-1-1 et seq., to authorize the City's leadership team under the guidance of the Mayor to make any and all past, present, and future offers to purchase and the City's Corporation Counsel at the direction of the Mayor to file condemnation actions for any property for which such statute may be used, including, but not limited to, the taking of property for any public improvement allowable in the name of the Civil City of South Bend, Indiana for the use and benefit of its Board of Public Works. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SOUTH BEND, INDIANA, BOARD OF PUBLIC WORKS AS FOLLOWS: 1.The Board hereby affirms its support of the City's past, present, and future acquisition of property pursuant to I.C. §34-24-1-1 et seq., and 2. Although not expressly required by I.C. §34-24-1-1 et seq., the Board hereby affirms all past, and authorizes all present and future, offers to purchase any property under I.C. §34- 24-1-1 et seq. to be made by City leadership under the guidance of the Mayor; and 3.To the extent necessary, the Board hereby authorizes Corporation Counsel under the direction of the Mayor to file a condemnation action against any property for which I.C. §34-24-1-1 et seq. may be used, including, but not limited to, the taking of property for any public improvement allowable in the name of the Civil City of South Bend, Indiana for the use and benefit of its Board of Public Works. 4.This Resolution will be in full force and effect upon its adoption by the Board. ADOPTED at a meeting of the City of South Bend, Indiana, Board of Public Works held on 23rd day of September 2025. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Joseph R. Molnar s/ Gary A. Gilot s/ Breana N. Micou s/ Murray L. Miller ATTEST: s/ Hillary 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 Easement Seven Diamonds Easement Agreement NA Molnar/Miller for City Access to a Private Water Main at Keenan Court Condos, DP25-013 Amendment American Amendment to cover Amount: Molnar/Miller to Owner- Structurepoint, the next stage of $98,075 Engineer Inc. conceptual and Agreement schematic design for the Leighton Building Restoration to consolidate additional City offices, Project No.125-055 REGULAR MEETING SEPTEMBER 23, 2025 200 APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried Northwest Street Closure for September Howard St. Molnar/Miller Neighborhood Special Event 26, 2025; between St. Louis Back to School 4:00 p.m. to Blvd. & St. Peter Picnic 7:30 p.m. St. ND Irish Jam Street Closure for October 3, Eddy St. between Molnar/Miller Special Event 2025; 12:00 Angela Blvd. & p.m. to 8:00 Napoleon St. p.m. Hispanic Street Closure for October 4, Northside Blvd. Molnar/Miller Heritage Fun Special Event 2025; 6:00 on sidewalk with Run a.m. to 12:00 SBPD Assist at p.m. turn around point near IUSB Women's Street Closure for October 11, Brief Crossings Molnar/Miller Recovery Special Event 2025; 11:00 starting at 1402 S. Walk a.m. to 2:30 Michigan St. and p.m. ending at 521 S. St. Joseph St. Lykowski Special Trucking TBD 307 N. Hill St. to Molnar/Miller Construction, Permit 526 E. Colfax Ave. Inc. APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT - SOUTHEAST ORGANIZED AREA RESIDENTS (SOAR) President Maradik stated an application for an encroachment and revocable permit has been received from Southeast Organized Area Residents for the purpose of allowing a freestanding monument sign to be placed in the right-of-way at 1109 Fellows St. The encroachment shall remain in the right of way until the time as the Board of Public Works of the City of South Bend shall determine that such encroachment is in any way impairing or interfering with the highway or with the free and same flow of traffic. Upon a motion made byVP Molnar, seconded by Mr. Miller and carried by roll call, the encroachment and revocable permit was approved. EASEMENT - Water Main In a memorandum to the Board, Gemma Staton, Engineering, asked that the above referenced easement be approved for Seven Diamonds, for the purpose of the city access to a private water main at Kennan Court Condos. Upon a motion made byVP Molnar, seconded by Mr. Miller and carried by roll call, the above referenced easement was approved. 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: NEW INSTALLATIONS: Two (2) 15-Minute Loading Zone Signs LOCATION: NE Corner of Jefferson Blvd. between Michigan St. & Main St. 217 E. Pokagon St. REMARKS: All Criteria Met NEW INSTALLATIONS: Eight (8) No Parking during Stadium Events Signs LOCATIONS: North Side of Peashway St. between St. Louis Blvd. & Leeper Ave. REGULAR MEETING SEPTEMBER 23, 2025 201 West Side of Lawrence St. between Peashway St. & Corby Blvd. REMARKS: All Criteria Met NEW INSTALLATIONS: Honorary Street Sign - Tom Lynch St. LOCATION: Intersection of Walnut St. & Dunham St. REMARKS: All Criteria Met REMOVALS: Handicapped Accessible Parking Space Sign LOCATIONS: 129 N. Chicago St. 217 E. Pokagon St. 320 W. Navarre St. 415 S. Lincoln Way W. 429 S. Edison Ave. 605 S. Illinois St. 809 S. Meade St. 1114 E. Bowman St. 1329 Poland St. 1336 Dunham St. 1635 S. Fassnacht Ave. 3602 Mishawaka 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 permit(s) 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/ Effective Date Released REGULAR MEETING SEPTEMBER 23, 2025 202 TR Concrete Construction, LLC Contractor Approved September 8, 2025 Resource International Inc. Excavation Approved September 2, 2025 Bio Clean Experts Occupancy Approved September 5, 2025 TR Concrete Construction, LLC Occupancy Approved August 20, 2025 Lykowski Construction, Inc. Occupancy Approved August 6, 2025 Resource International Inc. Occupancy Approved September 3, 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-0117137 09/02/2025 $29,964,220.42 City of South Bend Claims GBLN-0117637; GBLN-0117784 09/09/2025 $4,545,714.73 City of South Bend Claims GBLN-0118199; GBLN-0118201 09/16/2025 $7,720,531.73 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 Member Gary Gilot asked about the handicap parking situation at the new City Hall building. Attorney Schmidt and Director Horvath noted that they're in the process for two (2) short term handicapped parking spots adjacent to the building, but the parking garage is right next door and also has spots available. Vice President Joe Molnar informed the Board that BPW meetings will continue at the County -City Building through October 2025 and then switch to the new City Hall come November 2025. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 9.48a.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: Hillary R. Horvath, Clerk Date: October 14, 2025