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HomeMy WebLinkAbout03242026 BPW Meeting Minutes - FinalAGENDA REVIEW SESSION MARCH 19, 2026 43 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on March 19, 2026, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Murray Miller, Breana Micou, Abigail Magas 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. Board members discussed the following item(s) from the agenda. PUBLIC HEARING Rebecca Plantz, Engineer, briefly discussed item 2. A. Lead Service Lene Replacement and Inventory SRF 2027 stating that the City has applied in previous years for projects like lead service line replacements and improvements to the Edison water treatment facility. Ms. Plantz noted this year’s application will focus specifically on lead service lines through a residential project package. She stated a preliminary report is being finalized and will be shared before the public hearing, with a draft currently available and the report will be accessible to the public for about a month, with some financial details excluded but project descriptions included. Ms. Plantz noted that the Public Hearing will project needs proposed work, timelines, costs, prioritization, and efforts to reduce the number of unknown and lead service lines across the city. Attorney Michael Schmidt explained that the resolutions being used are state provided templates, which differ from the Board’s usual formatting, and offered to revise them to match the Board’s traditional style of Resolutions. Ms. Plantz explained that there are two resolutions: one to accept the preliminary report submission to the state, and another to authorize a designated signatory (Eric Horvath) to sign documents on behalf of the board. The board had no concerns and indicated that Attorney Schmidt can proceed with whichever format he is most comfortable using, including modifying the resolutions if needed. CHANGE ORDERS Zach Hurst, Engineer explained the 7.1% increase for item 8. A. Center City Place Rehabilitation and stated change order for the Center City Place project involves additional masonry repairs, limestone replacement, roof work, and installation of new windows after the building’s façade was removed. Mr. Hurst also noted a 153-day extension. The delay was caused by a harsh winter and, more significantly, by underestimating the time needed to carefully restore and replicate historical façade elements, including measurements, color matching, and fabrication of new panels and limestone features. AGREEMENTS/CONTRACTS.PROPOSALS/ADDENDA Zach Hurt, Engineer briefly explained item 10. G. Amendment No. 1 to CMc Contract with F.A. Wilhelm and stated on Tuesday March 17th here in the training room, Wilhelm held a bid opening. Mr. Hurst stated the early bid opening was held for nine “early release” packages to jumpstart site work for a major development project, including a parking garage, apartments, and a hotel, all of which must be completed by the end of 2028. Mr. Hurst stated the bids came in under budget at about $6.26 million (roughly $150,000 below estimates). These early packages cover key initial work like site preparation, foundations, utilities, and long-lead items to keep the project on schedule. He also noted the goal is to begin construction early and allow Great Lakes Capital to proceed alongside the garage work, ensuring the overall timeline is met. The full project is estimated at around $30.5 million, with construction documents expected to be finalized by June and additional bidding starting in July. Bianca Jones from the Office of Diversity and Inclusion asked whether her office had been notified about the project. Mr. Hurst stated the project is using standard state participation goals (7% women-owned, 5% minority-owned, 3% veteran-owned), with responsibility on Wilhelm to track and meet them, reaching out to ODI if needed. The project will proceed in REGULAR MEETING MARCH 24, 2026 44 phases, with additional procurement coming later, and ODI requested to be included in future pre-bid meetings to help identify diverse vendors. Board Member Murray Miller asked if July was the date when the total project price will be communicated. Mr. Hurst stated the total project cost will be finalized around late July or early August when the GMP is set. No additional questions were raised by the board. PRIVILEGE OF THE FLOOR ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:43 a.m. BOARD OF PUBLIC WORKS _________________________________ Elizabeth A. Maradik, President _________________________________ Joseph R. Molnar, Vice President _________________________________ Murray L. Miller, Member _________________________________ Breana N. Micou, Member _________________________________ Abigail E. Magas, Member REGULAR MEETING MARCH 24, 2026 The Regular Meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, March 24, 2026, 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. Acting Board Clerk Candy Bermudez confirmed the presence of Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Murray Miller, Breana Micou, Abigail Magas 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 March 5, 2026, and March 10, were approved. PUBLIC HEARING & RESOLUTIONS - LEAD SERVICE LINE REPLACEMENT AND INVENTORY 2027, PROJECT NO. 126-032 Rebecca Plantz, Director of Engineering Services stated this is the third funding application to the Indiana Finance Authority’s State Revolving Fund to continue South Bend’s lead service line replacement program. The first round (2024–2025) resulted in outreach to about 400 properties and completion of roughly 370 residential replacements, along with replacements at 49 schools and daycares. April 14, 2026 REGULAR MEETING MARCH 24, 2026 45 This new phase will target remaining schools and daycares, as well as revisiting the schools and daycares that didn’t participate. Conducting another round of residential replacements, focusing on the River Park Neighborhood. The project plans to replace approximately 350 additional service lines at an estimated cost of $5.4 million. This cost includes full-service coordination such as customer notification, water shutoffs, line replacement, property restoration (yards, etc.), system flushing, follow-up water testing within six months, and providing pitcher filters. The total funding request is $7.5 million. The remaining funds (about $1 million) will support “potholing” efforts—physically inspecting service lines to determine their material. This is critical because the city still has tens of thousands of unknown service line materials (out of roughly 48,000 total), and federal requirements mandate a complete inventory. The project areas are prioritized based on higher predicted or know presence of lead service lines, low to moderate-income neighborhoods. Areas with higher populations of children under five and coordination with other infrastructure projects to avoid disrupting newly completed streets. Ms. Plantz noted the overall effort aims to both continue replacing lead lines and significantly improve the city’s data and compliance with EPA reporting requirements. She also stated the public can view the report in the engineering office at City Hall 215 S. Dr. Martin Luther King Jr. Blvd. Suite 400, South Bend, IN 46601. President Maradik opened the floor for public comment, inviting anyone to speak in favor of or in opposition to the matter. No individuals came forward to speak, so the public hearing was closed. SRF Loan Program PER Acceptance Resolution Whereas, the (City) of South Bend, Indiana, has caused a Preliminary Engineering Report (“PER”), dated April 1, 2025, to be prepared by the consulting firm of Arcadis; and Whereas, said PER has been presented to the public at a public hearing held on March 24, 2026, at the Board of Public Works meeting, for public comment; and Whereas, the (City’s) Board of Public Works finds that there was not sufficient evidence presented in objection to the recommended project in the PER. Now, therefore be it resolved that: 1. The PER dated April 1, 2025 be approved and adopted by the (City’s) Board of Public Works; and 2. Said PER be submitted to the State Revolving Fund Loan Program for review and approval. Adopted and Passed by the (City) of South Bend, Indiana Board of Public Works, this 24th day of March, of 2026. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik s/ Joseph R. Molnar s/ Murray L. Miller s/ Breana N. Micou s/ Abigail E. Magas ATTEST: REGULAR MEETING MARCH 24, 2026 46 s/ Candy Bermudez, Acting Clerk Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above Resolution was approved. SRF Loan Program Signatory Authorization Resolution Whereas, the City of South Bend, Indiana, (the “Participant”) has plans for a Drinking Water infrastructure improvement project to meet State and Federal regulations and the Participant intends to proceed with the construction of such project: Now, therefore, be it resolved by the Board of Public Works, the governing body of the Participant, that: 1. Eric C. Horvath, Director of Public Works, be authorized to make application for a State Revolving Fund Loan (“SRF Loan”) and provide the SRF Loan Program such information, data and documents pertaining to the loan process as may be required, and otherwise act as the authorized representative of the Participant; and 2. The Participant agrees to comply with State and Federal requirements as they pertain to the SRF Loan Program; and 3. Two certified copies of this Resolution be prepared and submitted as part of the Participant’s Preliminary Engineering Report. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Elizabeth A. Maradik ATTEST: s/ Candy Bermudez, Acting Clerk Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above Resolution was approved. OPENING OF BIDS – 2026 CONTRACTOR PAVING ROUND I – PROJECT NO. 126-017 (PR-00046223) 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: RIETH-RILEY CONSTRUCTION CO., INC. 25200 State Road 23 South Bend, IN 46614 dsauer@reith-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 received. BID: Base Bid $1,102,852 REGULAR MEETING MARCH 24, 2026 47 MILESTONE CONTRACTORS L.P. 24358 State Road 23 South Bend, IN 46614 akrueger@milestonelp.com, dhilary@milestonelp.com Bid was signed by Mr. Dustin 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 received. BID: Base Bid $1,158,400 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 QUOTATIONS – 2026 SIGNAL KNOCKDOWN & WIRING INVESTIGATION – PROJECT NO. 126-019 (PR-00043300) 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: MARTEL ELECTRIC 4601 Cleveland Road South Bend, IN 46628 awest@martell.services Bid was signed by Mr. John Martell Non-Collusion, Non-Discrimination Affidavit Form was completed. BID: Base Quote $45,781.54 MIDWESTERN ELECTRIC, LLC 1620 E Chicago Ave East Chicago, IN 46312 Bid was signed by Mr. Gene Mann Non-Collusion, Non-Discrimination Affidavit Form was completed. BID: Base Quote $24,528 JBL 50755 Portage Road South bend, IN 46628 tannerl@jbl-2.com Bid was signed by Mr. Tanner Leibovitz Non-Collusion, Non-Discrimination Affidavit Form was completed. BID: Base Quote $17,390.90 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above quotations were referred to Engineering for review and recommendation. OPENING OF QUALIFICATIONS – SB EDISON WATER TREATMENT IMPROVEMENTS smager@greenarrow.com REGULAR MEETING MARCH 24, 2026 48 Rebecca Plantz, Engineering, advised that this was the date set for the receiving and opening of sealed qualifications for the above referenced project. President Maradik stated the qualifications 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: BOWN ENGINEERING CORP. 8802 N Meridian St Indianapolis, IN 46260 jdeahl@bowensqp.com; pats@bowensqp.com Qualification was signed by Mr. Teddy Deahl Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above qualifications were referred to the review team for review and recommendation. AWARD BID AND APPROVE CONTRACT – MADISON STREET TRAIL CONNECTOR – PROJECT NO. 125-031 (PR-00046841) Charlotte Brach, Engineering, advised the Board that on March 10, 2026, 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, Rieth-Riley Construction Co., Inc., in the amount of $918,256.16, Base Bid. 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 – DEMOLITION OF 921 LOUISE STREET (QUALEX BUILDING) – PROJECT NO. 125-043A (RIVER EAST TIF) Zach Hurst, Engineering, advised the Board that on March 10, 2026, 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 lowest responsive and responsible bidder, Green Demolition Contractors, Inc., in the amount of $365,000. 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 QUOTATION AND APPROVE CONTRACT – 2026 TREE REMOVAL – PROJECT NO. 126-025 (PR-00046867) Caitlin Wyant, Engineering, advised the Board that on March 13, 2026, quotations were received and opened for the above referenced project. After reviewing those quotations, Ms. Wyant recommended that the Board award the contract to the lowest responsive and responsible quoter, TLC Tree Removal, in the amount of $12,700. 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. 1 – CENTER CITY PLACE REHABILITATION – PROJECT NO. 125-022 (PO-0039101) President Maradik advised that Zach Hurst, Engineering, has submitted change order number 1 on behalf of Slatile Roofing and Sheet Metal, indicating the contract amount be increased by $49,144 for a new contract sum, including this change order, in the amount of $737,976 with an additional One hundred and fifty three (153) days and a completion date of June 26, 2026. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the change order was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS AND TITLE SHEET – MADISON STREET WATER MAIN – PROJECT NO. 126-009 (PR-00046823) In a memorandum to the Board, Zach Hurst, 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, REGULAR MEETING MARCH 24, 2026 49 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 – RIVER GLEN OFFICE BUILDING DEMOLITION – PROJECT NO. 126-030 (PR-00046877) 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 AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA The following agreements/contracts/proposals/addenda were submitted to the Board for approval: Type Business Description Amount/ Funding Motion/ Second Authorizatio n Letter Studebaker National Museum Authorization for the Annual Car Raffle at Studebaker National Museum NA Molnar/Miller Amendment No. 2 to Lease Agreement Seba Chelo Catalyst SB LLC Extends Lease of Technology Resource Center until June 30, 2028, While the New I&T Space is being Built at the Leighton Building Year One (1) $285,000, Year Two (2) $295,000 Molnar/Miller Amendment No. 1 to Professional Services Agreement Jones Petrie Rafinski Additional Design Services for Phase II of Replacing the Existing Kitchen Duct at the Century Center, Project No. 125-060 $51,100 (PR- 00041278) Molnar/Miller Amendment No. 1 to Professional Services Agreement VS Engineering, Inc. Additional 4,070 ft of Sewer CCTV for the TEK and KOTE Sewer Study, Project No. 125-012 $21,367.50 (PR- 00044838) Molnar/Miller Professional Services Agreement Arcadis US, Inc. Design of Belt Filter Press Piping and Chemical Addition Equipment Improvements for the Wastewater Treatment Plant $73,980 (Sewage Works Capital, Treatment and Disposal Equipment) Molnar/Miller Professional Services Agreement Donohue & Associates, Inc. Preliminary Design Report for Primary Digester No. 1 Improvements and Alternatives Analysis of Digester Technologies, Piping, Flare, and Access Improvements for the Wastewater Treatment Plant $80,800 (Sewage Works Capital, Treatment and Disposal Equipment) Molnar/Miller REGULAR MEETING MARCH 24, 2026 50 Amendment No. 1 to CMc Contract F.A. Wilhelm Covers Nine (9) Bid Packages for Early Release Work Related to the New Parking Garage for the Madison Lifestyle District, Project No. 123-074 $6,839,000 (PO- 0037917) Molnar/Miller Guaranteed Energy Savings Contract CMTA Installation of Solar Energy Generation and Battery Storage at the MLK Dream Center, Project No, 125-008B $396,318 (PR- 00046883) Molnar/Miller Guaranteed Energy Savings Contract CMTA Installation of Solar Energy Generation and Battery Storage at the Central Fire Station, Project No, 125-008A $391,710 (PR- 00046885) Molnar/Miller INDOT/LPA Consulting Contract American Structurepoint , Inc. Central Management Design Services Including Traffic Signal Asset Management, Prioritization of Signals $375,000 (PR- 00046987) Molnar/Miller APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried Chet Waggoner Opening Day Parade Street Closure for Special Event April 25, 2026/ 8:00 a.m. to 8:30 a.m. Vassar Ave. to Diamond Ave. Continue along to Ray Snyder Memorial Blvd.: Proceed through the Cemetery and Continue along Riverside Dr. into the Youth Sports Park Molnar/Miller Mind, Body, Spirit Festival Street Closure for Special Event May 2, 2026/ 8:00 a.m. to 8:00 p.m. Wall St. between Greenlawn Ave. and Ironwood Dr. Molnar/Miller 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 INSTALLATION: One (1) No Outlet Sign LOCATION: S. Chicago St. & W. Jefferson Blvd. REMARKS: All Criteria Met NEW INSTALLATION: Two (2) Turn Ahead Signs LOCATION: Georgiana Ave. & Quigley Pl. REMARKS: All Criteria Met NEW INSTALLATION: Five (5) No Turn on Red Signs REGULAR MEETING MARCH 24, 2026 51 LOCATION: California Ave., Cottage Grove Ave., and Portage Rd. REMARKS: All Criteria Met NEW INSTALLATION: One (1) Stop Sign LOCATION: York Rd. & Ladbrooke Ln. REMARKS: All Criteria Met NEW INSTALLATION: Eleven (11) No Parking Signs LOCATION: Philippa St. from Highland St. to Indiana Ave. REMARKS: All Criteria Met REMOVAL: One (1) Hour Parking Signs LOCATION: Miami St. from Broadway St. to Raymond Ct. REMARKS: All Criteria Met REMOVAL: Residential Accessible Parking Sign LOCATION: 1340 E. Calvert St. REMARKS: All Criteria Met APPROVE CONSENTS TO ANNEXATION AND WAIVER OF RIGHTS TO REMONSTRATE President Maradik stated that the Board is in receipt of the following consents to annexation and waivers of rights to remonstrate. The consents indicate that in consideration for permission to tap into public water/sanitary sewer system of the City, to provide water/sanitary sewer service to the below referenced properties, the applicants waive and release all rights to remonstrate against or oppose any pending or future annexations of the properties by the City of South Bend: A. Jeffrey Finkler, 20320 Topaz St. 1. 20320 Topaz St. – Sewer (Key No.71-08-35-252-011.000-001) B. Marilyn Bumbaca, 53303 Nadine St. 1. 16874 Hidden Valley Dr.– Water (Key No.71-04-21-352-009.000-003) Upon a motion by VP Molnar, seconded by Mr. Miller and carried by roll call, the consents to annexation and waivers of rights to remonstrate were approved as submitted. 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 Hayes Design Company LLC Occupancy Released June 3, 2026 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 REDUCED SENIOR TRASH RATE In a memo to the Board, Ms. Kelly Smith, Solid Waste, requested the Board ratify the approval of reduced trash collection rates for the following residents, per Municipal Code 16-6: 1. 3,172 (Total # of Accountholders) as of the 1st Quarter of 2025 In her memo, she stated Water Works customer service staff verified that all the applicants are head of the households and have submitted proof of age sixty-five (65) or older. There being no further discussion, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the approval of reduced rates was ratified. RATIFY PREAPPROVED CLAIMS PAYMENTS REGULAR MEETING MARCH 24, 2026 52 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-0130293; GBLN-0130325; GBLN-0130418 02/24/2026 $2,463,385.17 City of South Bend Claims GBLN-0130463; GBLN-0130666; GBLN-01307052 03/03/2026 $4,368,447.14 City of South Bend Claims GBLN-0130768; GBLN-0130952; GBLN-0131144 03/09/2026 $7,056,287.31 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 ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 9:54 a.m. BOARD OF PUBLIC WORKS _________________________________ Elizabeth A. Maradik, President _________________________________ Joseph R. Molnar, Vice President _________________________________ Murray L. Miller, Member _________________________________ Breana N. Micou, Member _________________________________ Abigail E. Magas, Member April 14, 2026