Board of Public Works Meeting Summary – August 27, 2025

The Indianapolis Board of Public Works met on August 27, 2025, at 1:00 PM in the Public Assembly Room of the City-County Building. The board adopted a revised agenda (removing three contract award items and adding walk‑on items), approved the August 13, 2025 meeting minutes, and acted on a series of resolutions, bid actions, change orders, professional services amendments, and five walk‑on contract awards. All votes were unanimous.

Consent Calendar

• Adoption of the revised August 27, 2025 agenda (removed items 4A, 4B, 4C; added walk‑ons).
• Approval of the August 13, 2025 meeting minutes.

Public Comments & Testimony

• No public comments or testimony were presented.

Resolutions

• Resolution No. 15, 2025 – Preliminary Determination to Issue Bonds: Authorized up to $4 million in bonds for the Metro Thoroughfare District to purchase 8–10 large snow trucks and paving/striping equipment. The measure had passed the City‑County Council’s Admin and Finance Committee unanimously the previous evening and will go before the full council in September, the Bond Bank Board in October, with bond pricing expected in November/early December. (Joe Glass, Indianapolis Bond Bank) – Approved unanimously.
• Resolution No. 16, 2025 – Declaratory Resolution: Set a public hearing for September 10, 2025 before the Board of Public Works concerning the bond issuance. – Approved unanimously.
• Resolution No. 17, 2025 – Encroachment into the Right‑of‑Way of the Kleine Regulated Drain: Granted a petition by Fifth Third Bank for encroachment related to construction activities near the regulated drain. (Nathan Sheets, DPW) – Approved unanimously.
• Resolution No. 10, 2025 – Encroachment into the Right‑of‑Way of the Heath Regulated Drain: Granted a petition by Roche Diagnostics Operations Inc. for an encroachment involving sidewalk, curb, and parking adjustments. – Approved unanimously.

Bid Rejection

• Eagle Creek Dam Emergency Generator Replacement (LD‑15‑036): Engineering staff recommended rejecting all bids because the sole bidder, James Babcock Inc., was found non‑responsive due to numerous errors and missing information. The engineer’s estimate was $271,147.88. Bids were opened July 3, 2025. Staff will reevaluate the best method to complete this DNR‑mandated project. – Approved unanimously.

Change Orders

• Change Order No. 1 – Derbyshire Rd. over Derbyshire Creek (BR‑46‑088): Increased contract amount by $167,842.69 (new total $1,388,326.69) and added 104 days to completion dates. Work includes section and dial bar adjustments, bridge approach repairs at Little Buck Creek, concrete patching, and asphalt overrun adjustments. (HIS Constructors, Inc.) – Approved with five yeses and one recusal (one board member had a conflict).
• Final Change Order No. 1 – 16th St. & Dr. Martin Luther King Jr. over the Canal (BM‑24‑115): Decreased contract amount by $104,269.64 (new total $1,633,730.36); no change to completion dates. Adjustments included replacing a brick inlet, resetting a pedestrian head signal, temporary curb ramps, and a final quantity true‑up. (Morphey Construction, Inc.) – Approved unanimously.
• Final Change Order No. 3 – Thoroughfare Drainage Improvements Program Area 3 (SD‑22‑102): Decreased contract amount by $868,166.33 (new total $5,363,930.62); no change to completion dates. Adjustments for guard rail repair/replacement and final quantity true‑up. (Milestone Contractors, L.P.) – Approved unanimously.

Professional Services Amendments

• Amendment No. 2 – Country Club Road over Tansel Creek (BR‑22‑053): Increased amount by $100,700 (new total $524,382) and extended expiration to December 31, 2029. Scope includes additional design work for 60% resurfacing plans, 90% plans, bid package, and pavement condition investigation. (Kimley‑Horn & Associates, Inc.) – Approved unanimously.
• Amendment No. 5 – On‑Call Design & Inspection Engineering Services (ENG‑18‑009): Increased amount by $120,000 (new total $752,000) and extended expiration to December 31, 2027. Provides updated rates. (SJCA, Inc.) – Approved unanimously.
• Amendment No. 1 – Tire Retreading Services (RFB‑14DPW‑1498): Increased amount by $130,000 and extended the contract for three years under existing pricing. (Gem City Tires, Inc.) – Approved unanimously.
• Amendment No. 1 – Transportation Technical Services (PM‑25‑001): Increased amount by $12.2 million (new total approximately $15.5 million) and added subconsultant Resolution Group (a certified WBE). The contract, originally approved January 2025, enables rapid staff augmentation and project support for DPW. HNTB Corporation is the prime; 12 subcontractors are involved. The board discussed DPW’s 15 engineering vacancies (34% of total staff) and the need for staffing to deliver an additional $50 million in state funding anticipated in 2027. Rates remain unchanged from previous approval. Contract expiration remains December 31, 2026. – Approved unanimously.

Walk‑on Contract Awards

• 29th and 30th Streets Two‑Way Conversion (ST‑17‑052): Awarded to Calumet Civil Contractors, Inc. for $9,873,000 (20.6% below engineer’s estimate of $12,430,457.22). Four bids received; 50% WBE participation. Substantial completion by June 1, 2027; final by July 16, 2027. – Approved unanimously.
• Residential Street Reconstruction Sector 1 – Northwest (ST‑24‑077): Awarded to Rieth‑Riley Construction Co., Inc. for $3,100,000 (35.65% below estimate of $4,817,099). Five bids received. Covers districts 1,6,7,8,10,11,15. Completion: substantial Oct 15, 2026; final Nov 27, 2026. – Approved unanimously.
• Residential Street Reconstruction Sector 2 – Northeast (ST‑24‑078): Awarded to Rieth‑Riley Construction Co., Inc. for $3,250,000 (18.94% below estimate of $4,009,453.35). Five bids received. Covers districts 2,3,4,5,9,17. Same completion dates. – Approved unanimously.
• Residential Street Reconstruction Sector 3 – Southeast (ST‑24‑079): Awarded to Howard Asphalt LLC for $3,200,463.65 (36.85% below estimate of $5,068,187.69). Five bids received. Covers districts 12,13,14,18,19,25. Same completion dates. – Approved unanimously.
• Residential Street Reconstruction Sector 4 – Southwest (ST‑24‑080): Awarded to Howard Asphalt LLC for $3,258,375.20 (32.6% below estimate of $4,759,652). Five bids received. Same completion dates. – Approved unanimously.

Key Outcomes

• All agenda items were approved unanimously (except one change order with a recusal).
• The board authorized the first step in issuing $4 million in bonds for snow trucks and paving/striping equipment, with a public hearing set for September 10, 2025.
• Two encroachment petitions were granted for Fifth Third Bank and Roche Diagnostics.
• One bid for the Eagle Creek Dam generator replacement was rejected due to non‑responsiveness; staff will explore other procurement methods.
• Three change orders were executed (one increase, two decreases), with net savings on the final change orders.
• Four professional services amendments were approved, including a significant $12.2 million increase for transportation technical services to address DPW staffing shortages and upcoming state funding.
• Five new construction contracts were awarded as walk‑ons (totaling about $22.6 million), all coming in well below engineer’s estimates (18–37% lower). The board noted competitive bidding and declining asphalt prices.
• The meeting adjourned at approximately 2:00 PM.