06102025 Board of Public Works Meeting Minutes

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AGENDA REVIEW SESSION JUNE 5, 2025 124 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on June 5, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Gary Gilot, Murray Miller, Breana Micou (not present), and Board Attorney Michael Schmidt present. The Board of Public Works Clerk, Theresa Heffner, presented the Board with a proposed agenda of items presented by the public and by City Staff. AGENDA REVIEW SESSION ACTION ITEMS 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 Real Property Transfer Advantix Development Corporation Transfer of City Property in Support of Low-Income Housing Tax Credit Project NA Molnar / Miller Board members discussed the following item(s) from the agenda. CHANGE ORDERS Director of Project Management Patrick Sherman addressed item 5.B.: Raclin Murphy Encore Center. He explained the sizeable change order for the Encore Center project that includes the addition of an equity in the arts area, which will be a dynamic programming space for VPA. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Assistant City Engineer Rebecca Plantz was present to discuss item 8.C.: Ratify Emergency Repair –G.E. Marshall. Ms. Plantz explained that the work was performed in December and she received the invoice in January. There was a failure in the pipe and the gravity sewer connecting to the wet well near the Chain of Lakes area. The wet well was full of sand and the pumps were starting to become full of sand. This was an operational issue so Wastewater came to Engineering for assistance. After the de watering and hydro baths, they realized they just kept pulling sand, so at that point they called in G.E. Marshall to help find and repair the break in the pipe to resolve the collapse. The contractor came out and trenched the entirety of the road open and de watered due to the high water table out there with leaks and replace the whole cyclone as a pipe, restore the are and open it back up. Attorney Schmidt noted that staff from Engineering, Wastewater, and Streets were out there late into the evening. Assistant City Engineer Plantz gave kudos to Roger Oakly of Wastewater and Larry Parker from Streets because they were out there all night with only about forty-five (45) minutes of sleep. Mr. Gilot stated that because this firm is out of town, he wondered if there was anyone closer than an hour away. Ms. Plantz advised that Marshall really does not do a lot of our capital bid work, but they have been on quite a few emergency repairs because they do branch out and do work in the area. That was really helpful in this situation and what made them the most timely response. They were not the only contractor she reached out to, but because they are on the Amazon project, they were right there. They were able to just kind of come up the road and bring all their equipment and bring some people over, so they were there within an hour. Mr. Gilot asked if they have a lot of equipment around South Bend and a local workforce. Mr. Miller noted that they have a lot of equipment at Notre Dame. Assistant City Engineer Plantz noted that some of the subs on the project actually live in Osceola. CHANGE ORDERS Assistant City Engineer Sarah Barber was present to discuss item 5.A.: Sewer and Manhole Rehabilitation. She discussed the change order for the sewer manhole rehabilitation contract, with an increase of around nineteen percent (19%), and a total percent increase of around twenty two percent (22%). They were able to use the contractor on the project since they were able to mobilize quickly and use their subs for the emergency repair. The contractor gave them a worst case scenario on the pricing because they would not know until they started opening the ground how bad it was going to be and how much money they would have to spend. Since it was unforeseen it typically