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HomeMy WebLinkAbout08252026 BPW Meeting Minutes - FinalAGENDA REVIEW SESSION AUGUST 20, 2026 189 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on August 20, 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. Caitlyn Wyant, Engineering, shared with the Board item 12A: Coal Line Trail Phase 3 – Project No. 123-007. She announced that she is requesting signatures from the Board for the title sheet, but that there is no need to request bids to advertise. This is because INDOT will be handling the letting process instead of the City. Jenny Guard, Engineering, shared with the Board item 13F: Amendment No. 2 to Professional Services Agreement – Hanson Professional Services Inc. – Project No. 126- 010.She clarified that the amount for the amendment had decreased since the deadline to submit the item to the agenda. Instead of $273,500, the updated amount is $265,200. Patrick Sherman, Engineering, shared with the Board item 8B: Four Winds Field Renovation and Expansion – Project 123-046. He clarified that the main project had been completed and that the change order would cover additional scope that was not originally included in the project plan. The change of scope includes traffic coating and overhead canopies that were recommended by the Health Department. Traffic coating was already included in the project but has been expanded to cover more area. The overhead canopies were initially included in the project and removed due to the budget but have been reintroduced in this change order. Mr. Miller expressed concerns that the change in scope was not advertised and rebid, which Attorney Schmidt explained is not required unless the change in scope exceeds 20%. Board Member Mr. Miller expressed concern about the Award Bids and Approve Contracts section of the agenda, asking for it to be read for the record if each project bidder had affirmed their respective hiring goals. Upon asking engineers and bidders who were present virtually, it was confirmed that every project bidder had affirmed that they would meet goals. Board Attorney Schmidt asked about the status of 13C: Amendment No. 2 to CMc Contract –F. A. Wilhelm – Project No. 123-074. Zach Hurst requested that the above-mentioned project be tabled. Board Attorney Schmidt shared item 6A: Spec E – PD Upfit Equipment. He reminded the Board that this item had been tabled at a previous meeting due to the legal department declaring an unresponsive bidder. The bidder had not provided a bid bond or cashier’s check, and so the item would be awarded to a different bidder than the original unresponsive bidder at the following Board of Public Works meeting. Board Attorney Schmidt shared item 8A: Dylan Dr. Lighting Improvements – Project 119- 047.The item had been previously tabled, but City employees were able to speak with contractors and revise the change order so that it fell below the 20% change order threshold. Caitlyn Wyant, Engineering, specified that electricians had found that a conduit had flooded, causing wiring to fail and lights to malfunction. The change order would cover the costs of replacing the water-damaged wiring and fixing the lights. PRIVILEGE OF THE FLOOR Tiana Batiste-Waddell appeared before the Board to discuss the issue of jimsonweed growth on the West Side. This issue was also brought before the Board at the August 11, 2026, meeting by Diane Benman. Batiste-Waddell claimed that jimsonweed is highly toxic to children and families in West Side neighborhoods. She requested information related to the turf and seed mixtures that sidewalk crews were using, where the turf had been installed, and what the City was doing to address the issue of the spread of the weed. REGULAR MEETING AUGUST 25, 2026 190 Batiste-Waddell specifically requested a meeting with Public Works Director Eric Horvath to discuss current and future steps taken by the City. ADJOURNMENT There being no further business to come before the Board, President Maradik adjourned the meeting at 10:48 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 AUGUST 25, 2026 The Regular Meeting of the Board of Public Works was convened at 9:32 a.m. on Tuesday, August 25, 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 August 6, 2026, and August 11, 2026, were approved. PUBLIC HEARING – NEW MESSAGE ESTABLISHMENT President Maradik advised that this was the date set for the Board’s Public Hearing concerning a license application for Sai Shakti LLC. It was noted favorable recommendations from city staff. There being no one present wishing to address the Board concerning this matter, the Public Hearing was closed. Therefore, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the license was approved. OPENING OF BIDS – WELL IMPROVEMENTS PROJECT – PROJECT NO. 125-033 (PR-00048991) This was the date set for receiving and opening sealed bids for the above- mentioned 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: HRP CONSTRUCTION INC. 7775 Old Cleveland Rd., PO Box 266 September 8, 2026 REGULAR MEETING AUGUST 25, 2026 191 South Bend, IN 46624 mattc@hrpconstruction.com Bid was signed by Matthew D. Cain 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 $2,239,000 Mandatory Alternate Deduct #1 $17,655 Mandatory Alternate Deduct #2 $25,000 Mandatory Alternate Deduct #3 $13,720 Mandatory Alternate Deduct #4 $271,000 R. YODER CONSTRUCTION, INC. 27453 County Road 150, PO Box 69 Nappanee, IN 46550 brad@ryoderconstruction.com Bid was signed by Jason Yoder 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: Item 1. Total $1,204,600 Item 2. Total $1,257,800 Mandatory Alternate Deduct #1 $35,000 Mandatory Alternate Deduct #2 $35,000 Mandatory Alternate Deduct #3 $32,300 Mandatory Alternate Deduct #4 $125,000 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above bids were referred to Public Works for review and recommendation. OPENING OF QUOTATIONS – THE POINTE AT RIVERWALK – EXTERIOR DOORS & SIDIDNG – PROJECT NO. 124-069I (PR-0009668) 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: BIG C LUMBER 50860 Princess Way Granger, IN 46530 Christian.hurley@bigclumber.com Quotation was submitted by Christian Hurley Non-Collusion, Non-Discrimination Affidavit Form was completed. QUOTE: Total Quote $99,531.76 ABC SUPPLY CO., INC. 815 Oliver Plow Ct. South Bend, IN 46601 Christian.hurley@bigclumber.com Quotation was submitted by Christian Hurley Non-Collusion, Non-Discrimination Affidavit Form was NOT completed. REGULAR MEETING AUGUST 25, 2026 192 QUOTE: Total Quote $90,330.46 Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above quotations were referred to Public Works and Community Investment for review and recommendation. OPENING OF QUOTATIONS – THE POINTE AT RIVERWALK – RAILING MATERIALS – PROJECT NO. 124-069J (PR-00049672) 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 Quotes Received OPENING OF PROPOSALS – BENDIX PHASE 2 IMPROVEMENTS FROM LAHTROP TO VOORDE – PROJECT NO. 121-047 Leslie Biek, Engineering, advised that this was the date set for the receiving and opening of sealed proposals for the above-mentioned project. President Maradik stated the Proposals will be reviewed and scored based on a matrix system, by a team made up of City representatives. Board Attorney Micheal Schmidt read the names of the following companies submitting proposals: ABONMARCHE CONSULTANTS, INC. TROYER GOUP LOCHMUELLER UNITED CONSULTING AMERICAN STRUCTUREPOINT Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above proposals were referred to Public Works for review and recommendation. 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 Temporary Right of Way Agreement Appletree Associates, LP Temporary Right of Way for the Construction of the Bendix Phase 2 Project at 1915 Bendix $1,350 (PR- 00049428) Molnar/Miller Exclusive Municipal Sanitary Sewer Easement Waste Management of Indiana, LLC Exclusive Municipal Sanitary Sewer Easement for the City’s Sewer Main Located on Private Property at 20645 Ireland Rd. N/A Molnar/Miller Professional Services Agreement Jones Petrie Rafinski Corp. Design Services for Phase I Improvements at Rum Village, Project No. 126-054 $145,685 (PR- 00049599) Molnar/Miller Release of Easement GLC Mid-Bay LLC Release of the Non- Access Easement for Lot NA Molnar/Miller REGULAR MEETING AUGUST 25, 2026 193 2 of Portage Prairie Minor #8, First Replat, which is no longer needed, and the proposed construction of an approach from Mayflower Dr., DP26- 043 Amendment No. 2 to Professional Services Agreement Hanson Professional Services Inc. Amendment to Advance the Tri-Day Development Infrastructure to 100%, Project No. 126-010 $272,500 (PO- 0043365) Molnar/Miller Contract Department of Community Investment Contract between DCI & BPW for the Infrastructure Work to Support the Western Ave. Transformation District, Project No. 125-047 $10,000,000 (Section 108 Loan, Community Development Block Grant) Molnar/Miller AWARD BID AND APPROVE CONTRACT – SPEC E – PD UPFIT EQUIPMENT (PR- 00048665) Kevin Smith, Central Services, advised the Board that on July 28, 2026, bids were received and opened for the above-referenced project. After reviewing those bids, Mr. Smith recommended that the Board award the contract to the lowest responsive and responsible bidder, Move Over Outfitters, in the amount of $306,311.30. 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 – POTAWATOMI PARK IMPROVEMENTS, PHASE 2A – PROJECT NO. 125-050A (PR-00049016) Leslie Biek, Engineering, advised the Board that on August 11, 2026, bids were received and opened for the above-referenced project. After reviewing those bids, Ms. Biek recommended that the Board award the contract to the lowest responsive and responsible bidder, Rieth-Riley Construction Co., Inc., in the amount of $1,491,256.91. 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 – 2026 NEIGHBORHOOD SERVICES AND ENFORCEMENT DEMOLITIONS – PROJECT NO. 126-045 (PR-00048966) Zach Hurst, Engineering, advised the Board that on August 11, 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, C&E Excavating, Inc., in the amount of $381,372. 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 – THE YARD – HILL ST PARKING LOT – PROJECT NO. 126-020A (PR-00048967) Caitlin Wyant, Engineering, advised the Board that on August 11, 2026, bids were received and opened for the above-mentioned project. After reviewing those bids, Ms. Wyant recommended that the Board award the contract to the lowest responsive and responsible bidder, Rieth-Riley Construction Co., Inc., in the amount of $229,900. 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 AUGUST 25, 2026 194 AWARD BID AND APPROVE CONTRACT – WESTERN AVE. TRANSFORMATION DISTRICT – PROJECT NO. 125-047 (HUD LOAN/RIVE WEST TIF) Charlotte Brach, Engineering, advised the Board that on July 14, 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, Indiana Earth, Inc., in the amount of $7,791,518 divisions A and B plus Alternate 2. 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 – RUM VILLAGE PHASE I IMPROVEMENTS – PROJECT NO. 126-054 (PR-00049604) Patrick Sherman, Engineering, advised the Board that on August 14, 2026, quotations were received and opened for the above-referenced project. After reviewing those quotations, Mr. Sherman recommended that the Board award the contract to the lowest responsive and responsible quoter, Custom Fence Company, in the amount of $4,575. 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 – DYLAN DR. LIGHTING IMPROVEMENTS – PROJECT NO. 119-047 (PO-0041225 President Maradik advised that Caitlin Wyant, Engineering has submitted change order number 2 on behalf of Michiana Contracting, indicating the contract amount be increased by $17,407 for a new contract sum, including this change order, in the amount of $372,841.92. 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 – FOUR WINDS FIELD RENOVATION AND EXPANSION – PROJECT NO. 123-046 (PO-000040361 President Maradik advised that Patrick Sherman, Engineering has submitted change order number 1 on behalf of Larson-Danielson Construction Company, indicating the contract amount be increased by $1,566,567.78 and an additional two hundred and ninety-five (295) for a new contract sum, including this change order, in the amount of $45,132,658.78 with a completion date of January 15, 2027. 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 (FINAL) AND PROJECT COMPLETION AFFIDAVIT – 2025 NEIGHBORHOOD SERVICES & ENFORCEMENT DEMOLITIONS – PROJECT NO. 125-043BR (PO-0042336) President Maradik advised that Zach Hurst, Engineering, has submitted change order number 1 (final) on behalf of Indiana Earth, Inc., indicating the contract amount be decreased by $7,935 for a new contract sum, including this change order, of $69,915. Also submitted was the project completion affidavit indicating this new final cost of $69,915. 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 PROJECT COMPLETION AFFIDAVIT – MARSHALL PARK TENNIS COURT RESURFACE – PROJECT NO. 125-026A (PO-0042762) President Maradik advised that Zak Tebell, Engineering, has submitted change order number 1 (final) on behalf of Arnt Asphalt Sealing Inc., indicating the contract timeline be extended by an additional eighteen (18) days, with a new completion date of July 7, 2026. Also submitted was the project completion affidavit indicating a final cost of $49,995. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, change order 1 (final) and the project completion affidavit were approved. APPROVE PROJECT COMPLETION AFFIDAVIT – PINHOOK PARK INSTALLATION OF EVSE – PROJECT NO. 125-054 (PO-0041078) President Maradik advised that Caitlin Wyant, Engineering, has submitted the project completion affidavit on behalf of Anglin Electric, Inc., for the above-referenced project, REGULAR MEETING AUGUST 25, 2026 195 indicating a final cost of $33,319. 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 – RACLIN MURPHY ENCORE CENTER – PROJECT NO. 123-056 (PO-0032487) President Maradik advised that Patrick Sherman, Engineering has submitted the project completion affidavit on behalf of Larson-Danielson Construction Co., Inc., for the above- referenced project, indicating a final cost of $16,099,214.79. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the project completion affidavit was approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS – SALE OF CITY- OWNED PROPERTY – 1118 HILL ST.) In a memorandum to the Board, Erin Michaels, Department of Community Investment, requested permission to advertise for the receipt of bids for the above-mentioned project. Therefore, upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above request was approved. APPROVE TITLE SHEET– COAL LINE TRAIL PHASE 3 – PROJECT NO. 123-007 Caitlin Wyant, Engineering, advised that the Title Sheet for the above-referenced project was being presented at this time for execution. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the above referenced Title Sheet was approved and signed. APPROVAL OF LICENSE AND PERMIT APPLICATIONS The following license and permit applications were presented for approval: Applicant Description Date/Time Location Motion Carried CN America 250 Hometown Whistle Stop Tour Ratify Street Closure for Special Event August 18, 2026/8:00 a.m. to 12:30 p.m. Lafayette Blvd. between Taylor St. and Main St. Molnar/Miller Maleni’s 8th Birthday Ratify Street Closure for Special Event August 22, 2026/9:00 a.m. and 10:00 a.m. Dale St. between Dayton St. and Milton St. Molnar/Miller Porch-A- Palooza Street Closure for Special Event August 26, 2026/3:00 p.m. to 10:00 p.m. Hill St. between Colfax Ave. and Washington St. Molnar/Miller North Coquillard Block Party Street Closure for Special Event September 7, 2026/2:00 p.m. to 8:00 p.m. Coquillard Dr. between Rockne Dr. to Cherry Tree Ln. Molnar/Miller Kaley St. Block Birthday Party Street Closure for Special Event September 12, 2026/9:00 a.m. to 10:00 p.m. Kaley St between Dunham St. and Fisher St. Molnar/Miller St. Joseph County Crop Walk Street Closure for Special Event September 20, 2026/7:00 a.m. to 5:00p.m. Brief Crossings at Intersections Starting at the East Bank Trail; Sample St. Bridge; Lincoln Way; High St.; Wenger; Fellows; Broadway; Molnar/Miller REGULAR MEETING AUGUST 25, 2026 196 Bronson; Edgewater; Plaza Park Sidewalk Women’s Recovery Walk Street Closure for Special Event September 26, 2026/9:30 a.m., to 3:00 p.m. Brief Crossings Starting at 1402 S. Michigan St. going north on Main St. to Monroe St. ending at 402 E. South Street Molnar/Miller APPROVAL OF REVOCABLE PERMIT FOR ENCROACHMENT – RIVER PARK NEIGHBORHOOD ASSOCIATION President Maradik stated an application for an encroachment and revocable permit has been received from River Park Neighborhood Association for the purpose of allowing fifty (50) small metal signs to be placed in the right-of-way around River Park. 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 by VP Molnar, seconded by Mr. Miller and carried by roll call, the encroachment and revocable permit was approved. 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. Ingrid Pierotti, 116 S. Taylor St. 1. 13252 Cleveland Rd.– Water (Key No. 71-03-25-226-004.000-03) B. Adriana Zamudio, 2913 Mishawaka Ave. 1. 20468 Jewell Ave.– Sewer (Key No. 71-08-35-2023-002.000-001) 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 Fireside Homes, Inc. Contractor Released September 15, 2026 Masten Dirt Works LLC Contractor Released August 25, 2026 Weaver Consultants Group, LLC Excavation Approved August 6, 2026 St. John-Mittelhauser & Associates, Incorporated Excavation Released August 25, 2026 Weaver Consultants Group, LLC Occupancy Approved August 6, 2026 Terracon Consultants, Inc. Occupancy Released August 20, 2026 Masten Dirt Works LLC Occupancy Released August 29, 2026 Claudia’s Cleaning Service LLC Occupancy Released August 25, 2026 REGULAR MEETING AUGUST 25, 2026 197 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-0141319 07/28/2026 $4,159,831.70 City of South Bend Claims GBLN-0142481 08/04/2026 $2,138,955.80 City of South Bend Claims GBLN-0142621; GBLN-01426863; GBLN-0142855 08/11/2026 $6,026,587.94 City of South Bend Claims GBLN-0143367; GBLN-01472683; GBLN-0143517 08/13/2026 $4,648,373.01 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 September 8, 2026