Afternoon, I'd like to call it a September 24th Board of Public Works meeting order.

I am Todd Wilson, director and chair of the board.

Uh extra board members to please introduce themselves, start on my right or my left, sorry.

Sabega Jawanza.

Hello, Baron.

CZ Forty.

Idrish Redman.

Leslie Schulte.

Thank you very much.

And also like to introduce our board counsel uh behind me, Ben Moracle and our board coordinator, uh Jennifer Domingas and uh other DPW staff.

Our first item on the agenda today is the adoption of the September twenty-fourth, twenty twenty-five agenda.

Do I have a motion to adopt the agenda?

So moved.

So moved by Bob Perrin.

Do I have a second?

Seconded by Edis Redman.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next item on the agenda is approval of the minutes.

Do I have a motion to approve the September tenth minutes?

So moved by Leslie Schulte.

Do I have a second?

Seconded by Susie Courty.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next item on the agenda is our budget presentation.

That will be uh presented by Margaret Wilson.

Margaret, the floor is yours.

Thank you, Director.

There we go.

Okay, thank you, Director.

Um I'm Margaret Wilson, assistant CFO with DPW.

Um I will be presenting to the board today our twenty twenty-six budget.

Uh we presented this about a month ago to council, so this is just kind of an abridged version for you all today.

Um feel free to ask questions at the end.

Um, but I'll just kind of hit on the key points uh for uh our budget for 2026.

Um DPW has some dedicated revenue sources um that kind of drive our budget.

Um our budget must be built around these available revenues.

Um the growth within uh these categories is relatively stable.

Um we'll see an increase in the gas tax for 2020 uh six budget.

Um and then some smaller variances within the other um taxes.

We have gas tax, wheel tax, and the user fees of the solid waste and stormwater.

Um those are driven by local ordinance.

And DPW consistently attempts to supplement these uh the revenue sources with interlocal agreements, grants, and other one-time appropriations.

We get into our budget breakdown by fund type.

Um the next few slides are a uh uh we can look at it differently for uh with each slide based on um whether it's by fund or um the uh character, and so we've put the next few slides to try to give different views uh so you can see holistically how these numbers all fit together.

The full 2026 um introduced budget is 257 million dollars between all of our departments.

Um this is broken down into the DPW operating funds, um again, driven by the revenue sources from the previous slide, um, as well as with increases for COLA, health care, um any of the contractual agreements that we have increases for and a one-time appropriation and uh operations character for additional operations and uh uh equipment.

One of our budget asks was also granted for a $300,000 increase to the tax drop program.

We have also the type of fund with the fleet services.

That is driven mostly by chargeback.

So when we get into some of the other slides, you'll see character five within the departments is listed negative, and that is because that's fees paid by the different divisions into fleets fund for their ability to operate within those budgets.

We have capital funds, and those are appropriated through transfers from other funds to support the DPW capital program.

We have 10 million additional funds increased for next year, and that is an allocation of COIT funds that will go to towards our DPW transportation capital program.

There's also the line of grant funds, and you'll see that one is decreased.

But those just get a little sticky with accounting and how we report those.

So again, with the different slides, you'll kind of see how we can show the budget in different ways.

So the new federal funds exchange program that we get money from the MPO, that is actually where these concrete numbers come into play, we get awarded a set amount per project instead of waiting on that construction bid to come back and get an 80-20% split that way.

So our budgeted numbers this year are actually more accurate and reflective of those projects that are programmed.

The five characters of funds you'll hear us always talking about.

Character one of personnel costs, character two is supplies, character three is services, usually outside services that we contract with outside vendors, and capital capital is our character four, and the chargebacks of character five.

Those negative amounts you can see for character five, those pull out of the divisional budgets to again pay the fleet services division and keep them going.

Also in that is Cola, cost of living adjustments, health care, things like that.

Character three, we have an increase.

Those are driven mostly by the contractual services that we have in place currently.

So the main big ones, we have uh keep Indianapolis Beautiful, we have the Citizens Energy Group, Stormwater Management Contract, those all have set escalator fees within them and have been budgeted to be included at those dollar values for next year.

And then our capital program has increased.

We have the increase of the COIT funds for 10 million, and the offset there is just due again to the changes in the structure of that grant program, and how we're there was the decrease in the grant program, but it offsets here with the increase of COIT all around.

We've got engineering, they implement the city's capital improvement plan, construction of streets, stormwater, bridges, multi use paths, and trails.

They are also responsible for the access control, traffic control, and lighting for these assets.

This year is the first that we've tried this, or we were asked to do the programmatic budgeting.

So that's the chart on the right side of the screen.

This is an attempt to kind of break down this budget a bit more by the services that we are offering within the divisions.

So this is kind of the pilot round.

I hope we can continue to grow and refine this either this list or the reporting on it, but it is just the first go-around for us to try this out.

So within the programs for engineering, we have the kind of bigger bucket of capital planning and administrative.

That would capture a lot of the personnel costs of that 7.9 million in the budget, 6.6.07 million is personnel.

And then additional items that would go into the planning and administrative bucket would be things like software, some of our contracts, vehicle purchases, things that we couldn't quite put into a bucket of programs that the division offers.

Engineering is responsible again for the utilities, so we have a large budget for that.

We have a line for our downtown projects.

Again, the additional 10 million for capital funding will allow us to start designing these projects to get them out the door for future transportation projects, and then an additional 10 million that is not included in this in the annual operating budget, but it wasn't a fiscal to get 10 million for our strip patching efforts.

This one with the programmatic budgeting, it was a little bit easier.

We already have the subdivisions within operations for the groups like trails and maintenance, urban forestry, stormwater operations, street maintenance, street sweeping.

So those we were able to capture in these program codes a bit easier.

And then let's see what others to call out.

Snow response that has the budget set for the contractor call-outs and the equipment money that we will be getting.

That well, so we were thinking of ways that we could try to do that.

And when the programmatic budgeting option came around, this seemed like a time to try to do that.

So the $50,000 placeholder there.

We have a capital character for increase of 1.4 million, and that will be going towards funding the snow and street maintenance equipment.

There also is the supplemental funding from the spring fiscal and the $4 million from Go bond issuance that we have not received just yet.

But from the $2 million in the spring fiscal, we were able to purchase $14 one-ton pickups with the plowing packages.

Those are expected to be delivered before the winter season this year and be ready to use for our snow fight.

Solid waste.

Covanta has the solid waste disposal contract.

And we also have money in that budget for additional track trash carts.

Again, just details about those solid waste contracts.

Our teams are working closely together with LRS and Republic for a transition to make sure everything will be smooth when the new contracts roll out in January.

So that will be that will be great for our department.

We'll have some transition then with some people moving in over there, and it's just really exciting to see that finally finally get wrapped up.

And then we have policy and planning.

Policy and planning also houses the Toxdrop program, so that is that the main drive of that character three increase was the additional 300,000 allocated for Toxdrop to have an additional pickup each month and a new location.

Policy and planning also involved heavily with the snow fight and implementation of new technology, everything that we're doing to prepare for the weather winter weather months ahead.

Um we have their um programmatic budgeting here, uh 13 million sitting in the administrative and other, um, but that again largely based on the personnel costs um of 9.5 and then the um uh vehicles, things like that.

Um fleet was actually the only division that was already using program codes, and they were using them to identify um the commercial costs, which would be um any of the character three that we're sending out for um specialized service, uh mostly with like the fire fire trucks that that we are not able to fix in-house.

Um, so they're tracking by the commercial costs, fuel costs, parts, and then chargebacks.

And I will try to quickly wrap this up then with the next few slides.

We've got um details of the um capital improvement plan for transportation and storm water.

Um we have the uh project projected uh budgeted amounts here going forward uh for 2027.

We do get new money from the state.

Um this list here is kind of constantly um evolving as we get year to year with more um identified sources and more concrete numbers.

Um then the breakdown here within uh transportation.

We have the bridge, streets, trails, et cetera.

Um stormwater.

Stormwater has the USDA grant that will continue into next year that we've been working with the forestry team within engineering, stormwater, and then our XBE spending.

Um this is a always a top priority for the department working with OMWD to try to expand our services within the XBE community.

And that is it for me.

I'll have it take a moment for questions.

Thank you.

Very good, Margaret.

Thank you very much.

Um open up for questions or comments from board members.

That was quite thorough.

Thank you very much.

Uh question about the gas tax uh up four percent revenue in revenue.

That's a big chunk of money for the department.

Is that due to uh an increase in usage in the assumption?

Or do you expect another uh uh an increase in the tax per gallon?

Uh thank you.

Um Sam Barris, Chief Financial Officer for the department.

Um I can take that one.

So uh the gas tax um growth that you see uh for 2026 is in part based on the fact that the actual gas tax excise rate goes up per state law every uh July 1st through 2027, currently in state statute, so it'll go from I think like 35 cents a gallon to 36 cents a gallon or something like that next year.

So some of the growth is coming from that.

Some of it is coming from the fact that we're currently trending a little bit above our 2025 projection.

So you're you're growing off of a bigger base.

So relative to the 2025 budget, you're seeing a bigger jump, but relative to what we actually think we're going to collect in 2025, it's more of like a two and a half to three percent jump.

So it's it's pretty much driven by uh the rate changes and and assuming fairly flat demand.

Thank you.

Any other questions?

What is that?

So I have a I know this is a big broad overview, but I'm wondering on the engineering side, the capital uh projects, what percentage is expected to go to sidewalks or cycling infrastructure?

Yeah, so we don't we don't have a specific breakout for that in the plan.

You can see here there are some uh categories like trails is broken out specifically, but the problem with this breakout is some of those street projects are um complete streets type projects that include all of those components like the you know the New York and Michigan Street Project or the Madison Avenue Road Diet versus others are more conventional resurfacing projects.

So I think we could we'd probably have to get back to you if you want our our best estimate of that.

Um but certainly you know within this, there's there's lots of those types of projects embedded in these numbers.

And then my next question is going to be are there any specific funds allocated for the action items on the vision zero plan, and specifically I'm looking at the citywide safe routes to school plan, which I know runs slow six figures for a single school, so for a big citywide safe routes to school program, that would be a big ticket line item.

So I'm wondering if there are any funds allocated for that or for the quick build programs.

So the first part of your question was related to Visions the Vision Zero action plan in particular.

Correct, yes.

There's there's line items there and the are there any specific funds in this budget for any of the action plan line items.

So the Vision Zero action plan itself, you know, we don't have recommendations from that action plan.

Um it's you know still in development with the task force.

I think you know, our vision zero administrator Leandre Level spoke to some of this at our um budget hearing a month ago.

What I what I will say, and I just want to be clear about this, there's still, you know, as always is the case, quite a few safety-related projects and initiatives in the the capital plan itself, like some of the complete streets projects that I just referenced.

There, there's more in the pipeline, like you know, the the 29th and 30th street project that'll be bidding next year.

Um there's money in here for the traffic team.

Um they use that money a lot of the times to um you know prioritize that money to respond to things like recommendations from the fatal crash review team.

We're still deploying money from the spring fiscal for fatal crash review team recommendations.

Um I think we expect those investments to continue, but there isn't to answer your question simply, there's not a line that says this is how much money is dedicated to the vision zero action plan because there is not a vision zero action plan yet at the moment.

Or it hasn't been adopted.

It has not been it has not been adopted, correct.

Then I guess if I could leave a comment, it's you can come up with plans all day if you don't devote money to these task items, they will never happen.

Um the same thing applies to operations funds as well.

Some of these task items are for education and training and funds for operations to implement safety focused improvements.

It would be nice to see that in future budgets.

Um I I appreciate the comment and we'll we'll work towards that as well.

I think as I I would concur with everything Sam said, um, a lot of the money for what would be listed in the the action plan is kind of wrapped up into these programs and the projects already as far as the safety implementations go.

Um and if uh you mentioned um conferences or education uh stuff like that.

Um just in general, that is uh a priority within the department anyways, and we do have budget for things like that.

Um, and we've been promoting that heavily for our teams to go uh for conferences, seminars, anything that can you know um to boast our our our workforce.

Um so even if these action items aren't specifically called out, I do think the department um take take you know takes it seriously and has it kind of um built in the budget elsewhere.

So can I double can I follow up on that?

So I I think the thing that struck me when I was reviewing this this morning that the word safety actually isn't in the presentation at all.

And so you tell me what organization wants to do it you look at their budget.

And I don't think you need to wait for a vision zero plan to be adopted to take action to save lives in Indianapolis.

I would say that this the fact that it's not in the budget shows that it in fact is not a priority of the department to approach Vision Zero.

And and uh Sam mentioned the fall fiscal money.

We we were allocated 500,000 or spring fiscal, I apologize, um, for our traffic safety group to uh address the fatal crash review team comments, and we're using that money towards those those projects as well this year already.

Yeah, I just want to put as as simply as possible.

Safety is absolutely a priority of the department.

And you know, this budget presentation, I'm assuming you also um the the full version of this presentation um which was presented to the public works committee on 814, it's I maybe twice as long, has a little bit more narrative built into it.

Um I think you know the director in his remarks that night spoke um spoke to some of these broader priorities that the department has.

Um this is obviously a more focused look at the numbers themselves and how our budget's constructed.

Um, but you know, as I said, there are still um a number of both high profile and also smaller engineering projects that have significant safety components related to them.

Um, you know, and I know our team is very passionate about these issues ourselves.

So I I under I understand, you know, um that this is uh an issue that um public's passionate about, you're passionate about.

So point well taken.

So when is the vision zero plan going to be adopted?

Uh I'm not sure that we have a scheduled date for the adoption of the vision zero plan, but I can definitely get back to this board and let you know.

So I hear that this isn't a priority.

Like it's it's challenging for me.

Like looking around the city of Indianapolis, the safety projects that happen, the Michigan Road, the road diets are all a consequence of federal grants, and so the city itself isn't putting any money towards no real money except for the match towards these large projects, and to hear that we're not even considering putting a vision zero project into the budget because it's not adopted, but we don't know when we're going to adopt it, tells me these things aren't important.

Um, sir, I I hear you and I appreciate the the comments.

I I think this could be we could get our vision tier vision zero team together to answer these questions.

Uh I will be honest, I was not prepared or am I on the and these aren't directed at you, it's not a good idea.

No, I understand you know the questions, you know.

Uh I'm prepared to speak on the budget, but um we have the uh the vision zero team having uh frequent meetings.

Um I I think if we need to get an update to you, we can certainly do that with where it stands.

Um and again, a lot of the those uh steps in the action plan are going towards our capital projects anyways.

Um maybe we could add uh one of these program codes or something to better identify that money being spent specifically for safety.

I mean, all things to consider.

Um, but I'd say any questions you do have, we can get back with our um task force.

Yeah, I'll just kind of close by like following your comment.

Like a plan is great, but we actually need to do something, and going to conferences is great, but we actually need to do something.

And so I would challenge the department to actually do something.

Okay, thank you.

And then if I can help you out just a little.

Um the fatal crash for implementing the fatal crash review teams recommendations.

That is a real success story for the longest time.

The fatal crash review met their unpaid volunteers, just like everybody here.

They could say this would be great, but they had no funds to do anything about that, and they now have that.

That would be a great line item to include in this budget list to demonstrate the city's commitment to not just creating plans and policies, but physical infrastructure that the public interacts with I just have one quick question uh more related to operations.

I noticed there was a purchase of the 14 one-ton trucks that have the sauting and snowing capabilities.

Is that a replacement of 14 trucks, or is that 14 new trucks added to the fleet to help in the you know obviously with with what we had last year to with the new snow flight or snow fight plan?

Um so the answer to that question is is that these are additions.

So we have a bunch of equipment funding that Margaret outlined on that slide.

Some of them are replacement for aging equipment meant to reduce maintenance costs, make our equipment more reliable.

Those one tons are to supplement our fleet, um, specifically to allow us to uh plow um roads, especially the roads that we label as connector roads um in in-house, which is obviously much more cost effective.

Uh the other good thing about those vehicles is that they're used for everything.

So they can pull hot boxes, they can be used by our payment marking team, they can be used for ground maintenance.

So they're they're an investment that gets a ton of use year-round versus that the heavy snow trucks are obviously more single purpose type of equipment.

Perfect.

Um I just want to say in response to everything last year with the snow plan.

I I think that's a great investment, and glad to see the department putting the money there to support and hearing the community and and needing that those additional that additional assistance during those heavy snow times.

So thank you.

Um I have an additional question.

Um the board's always interested in the engineering budget every year, and I noticed the character one personnel budget is flat according to this chart.

And uh just want to know exactly what does that mean, head count wise, because there must be some inflationary increase in that budget as well.

Yeah.

Uh okay, so a couple things going on here.

Um, first and foremost, yeah, we we have a COLA built into these budget numbers.

It's it's 2.6% for all biweekly employees, it's three percent for union employees, there's a health care cost assumption.

So all of that is occurring.

Um our budget looks a little bit different this year for a couple reasons that Margaret went into, but also because um part of the way that the new collective bargaining agreement that the city entered into um starting in 2025, uh that DPW is going to cover those costs is with something called attrition savings.

This is a very common budgetary practice that almost every other agency has used previously, but not the Department of Public Works.

So basically, we're just acknowledging in our budget, hey, we know we're gonna have some underspend because sometimes positions are vacant for a period of time, and that's going to result in savings.

And so we're explicitly budgeting that this year to make sure that the full collective bargaining cost is covered on paper and in and in actuality.

And so that's kind of the way those attrition savings have been applied by division have created some some kind of I would say goofy, goofy accounting uh displays like this.

Um I think in actuality um the the other issue here is compared to prior years, these tables used to be like bigger roll-ups of the whole department.

Um this year it's been broken out at this divisional level, and I think we have some um probably accounting cleanup to do to make this even better going forward, but I was kind of a rambling answer, but I think in in it's kind of the way that the attrition savings are applied by division and not a actual uh reflection of the fact that we're not planning to spend more on engineering salaries.

Okay, attrition savings.

Yeah, it's a new one for me.

But um I I guess the bottom line is is there a is there an increase in engineering department's uh head count budgeted for next year.

Uh we do not have um new positions in the budget.

Um there are um positions posted currently now uh for some of the the recent uh vacancies, but um the no new positions.

Um we will be utilizing two um temp, I'd say temporary service uh positions for the USDA grant that forestry received within engineering, um, but otherwise no no new positions.

And in fact, there's no new FTEs created in this budget at all across the department.

There's some reallocations within the department taking positions and putting them to things that are current departmental priorities, but no new actual FTEs added to our total count.

Okay, so so any so any increase in engineering um uh services then would would be uh would be had by the outside contractors, the engineering firms.

So I think the point you're making is we've got new money being dedicated to the transportation capital plan, new road investments, especially with the leveraging the new state money starting in 2027, 28, 29.

Yeah, those will have administrative costs, obviously.

Um while there's no new positions um dedicated in this budget to engineering.

Um I think there's there's going to be continued conversations about how we need to expand our own internal capacity to handle that extra project volume.

I don't think that those conversations are completed yet.

Yes, there will also be some increases on the contractor side for our technical services team, um, but that doesn't mean that we are not um you know not going to look at adding capacity to our own internal engineering team as well.

Okay, that's good because that I mean in the end that's more cost effective.

Absolutely Susie.

I noticed there's almost five million in urban forestry, and I know the room here Monday night was filled with all kinds of folks trying to save the East Side Flats, which is in Warren Township.

And I was hoping that maybe some of this could be allocated to the urban forests people for us in Warren.

Yes.

Um so our urban forestry uh maintenance crew sits within operations budget, um, but it's actually implemented more within the engineering side of things, so that um just a side note can get a little confusing.

Um but let me pull up the breakdown.

The uh urban forestry has an annual budget uh for the past few years of 1.25 million to do their work.

Um they have I think about five or six contracts uh with the city citywide contracts for tree uh and landscaping vendors that they use that money for.

Um the remaining portion of this uh 4.7 uh million budget there would be um towards the uh KIB contract, keep Indianapolis beautiful, as well as the character one uh personnel costs.

Um they also received the USDA grant that will be going towards forestry.

Um the strategic land acquisition money of one million was appropriated this year also for that group to purchase land.

Um we could get updates on that for uh status uh yeah, yeah.

So to so there's the money in the budget for operating costs related to preserving our our own assets, and then currently this year we have two million dollars dedicated for DPW to do strategic land acquisitions uh for urban forest areas areas, and then if you look at our capital plan through 26 through 29, so the back four years of the capital plan, there's a million dollars each million dollars a year.

So in total, you know, the capital plan has six million dollars showing in it for strategic land acquisitions.

Um, you know, those will be directed, you know, those those are for the most part stormwater fund dollars, so they have to be in use with accordance with you know, um, looking at things like flooding, stormwater system in general, but um a lot of those priorities are gonna have natural overlap um with some of the things that you were referencing.

Can I get a breakdown of all that?

Can you email it to me?

Absolutely, we'd be happy to.

No, I'm playing.

Any any other questions or or comments uh from the board?

I I don't want to be left out, you know.

Uh let's let's go back to engineering.

Can you uh just give me a brief summary of what the community powered infrastructure uh what that looks like just because this is a public hearing, I would like to have something on record as I was what that's going towards.

Yes, there we go.

Um here, community powered infrastructure.

Um that budget sits within engineering.

I would say it's heavily um implemented by our policy and planning division, um deputy director um Daniel Stevenson and his group.

Um they have the 3.07 budget million budget, and we have um so 1.5 of that is um budgeted towards the INIP awardees uh and their the recipient awards.

And we have so 1.5 of that is budgeted towards the INIP awardees and their the recipient awards.

1.5 million goes towards the city match.

And then there's a community-powered infrastructure supply budget of about 50,000.

And that is what they utilize to buy a lot of the paint, those um ballards, the traffic signals, everything that they're doing for those art and the right-of-way programs.

We have the lending library again where we house these supplies that we've purchased in order for the communities to be able to use those without needing to purchase themselves.

And then that also includes a uh character three budget for outside services to help implement these programs.

But uh Daniel Stevenson and his group have made a lot of progress this year so far with new CPI locations.

Um the one I drive past every day is just north of Mass Av and uh west of college there with the um the lane improvements and the the colorful paint there.

So um this uh program is great for the community to get involved and able to make some of those uh small changes that make a big difference.

Thank you, board members.

I really appreciate the comments and questions, and we will definitely take those uh comments and questions under consideration.

Um they're very important to us.

Safety is very important to us as well.

So this is not a public hearing.

We're not asking for a vote on this.

This is just a presentation to the board.

So um thank you very much, Margaret and Sam, for for the presentation.

Uh next item on the agenda are street acceptances, and uh Cameron Giles will do the presentation on this one.

Cameron good afternoon.

Um my name is Cameron Giles, I'm program manager stormwater with DBNS.

Um for the first request, the Bureau of Infrastructure and Stormwater at the Department of Business and Neighborhood Services after confirmation of the receipt of the subject development as built and inspecting engineer certificates, the completion compliance request the acceptance of streets point seven four miles associated with Ashton Section 1A subdivision.

Thank you.

Thank you, Cameron.

Do we have any questions?

Do I have a motion to approve the street acceptance?

So moved by Aegis Redman.

Do I have a second?

Second by Dan Hake.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next one, Cameron.

Thank you.

Uh second request, um, the Bureau of Institute Infrastructure and Stormwater, the Department of Business Navy Services after confirmation of receipt of the subject development as builds and inspecting engineers certificates of completion compliance.

Request the acceptance of streets point three two miles associated with Ashton's Section 1B subdivision.

Thank you.

Do we have any questions on this one?

Do I have a motion to approve the street acceptance?

So moved by Susie Cordy.

Do I have a second?

Second of Bob Perrin.

All in favor signify by saying aye.

Aye.

Any opposed?

That motion carries.

Thank you very much, Cameron.

Thank you, have a good day.

Next item on the agenda are bid awards, and uh we'll send this over to Brian Kavanaugh, please.

Thank you, Director Wilson.

Uh good afternoon, members of the board.

Brian Kavanaugh, General Counsel for the Department of Public Works.

Uh, for your consideration today of justification for bid award RFB 14 DPW 1701 for the supply of Goodyear Police Grade Car tires.

DPW staff recommends that the Board of Public Works approve and authorize the director to award each of Gem City Tires Incorporated and POMP Tire Services Incorporated, a one-year term agreement for the supply of Goodyear Police Grade Tires on the basis that they're the lowest responsive and responsible bidders on RFB 14 DPW 1701.

DPLB maintains an agreement for the supply of Goodyear Police Grade tires uh for uh Indianapolis Fleet Services IFS to use in the city's fleet of vehicles.

Uh the city's purchasing division published request for bid 14 DP 14 DPW 1701 for the supply of these goods and receive two bids.

Uh IFS recommends awarding supply uh the supply agreements to both vendors, GEM City Tires and POMPS Tire Services for the greatest advantage to the city.

Uh the office of excuse me.

The Office of Minority and Women uh Business Development reviewed the bids for each vendor and granted a waiver of the XPE participation requirements because due to the nature of the supply agreement there are no subcontracting opportunities expenditures for the supplies over this one year term uh under these agreements is estimated to be 250,000.

Expenditures for the supplies over this one year term under these agreements is estimated to be two hundred and fifty thousand dollars.

Thank you, Brian.

Do I have any questions on the uh good gear police grade tire purchase or supply?

I mean seeing none.

Do I have a motion to approve the bid award?

So moved by Leslie Schulte.

Do I have a second?

Second by Eegis Redman.

All in favor, signify by saying aye.

Aye.

Any opposed?

That motion carries.

Thank you, Brian.

Uh next uh bid award, Jason Watt.

Thank you.

Good afternoon, Mr.

Chairman and members forward.

My name is Jason Watt, administrator of construction for DPW engineering.

The engineering division staff recommends the board of public works approve and authorized director award CL-41-034 small structure rehabilitation of asset.

BK 1349 at 7790 East Thompson Road with Morphe Construction Inc.

and the not to exceed total agreement amount of $340,000 and zero cents on the basis they are lowest responsive and responsible bidder.

Project CL-41-034, small structural rehabilitation of asset BK 1349 at Thompson Road.

Consists of the rehabilitation of the small structure at 7790 Thompson Road, which runs parallel to the railroad track at this location.

Substantial completion is scheduled for June 5th, 2026, with final completion scheduled for July 20th, 2026.

The engineer's estimate on this project was 263,913 and zero cents.

On October 14th, 2025, one bid was received.

The one bidder was Morphe Construction Inc.

and the not to exceed amount of $340,000 and zero cents, which is 18.5% over the engineer's estimate.

The Office of Minority and Movement Business Development have reviewed their bid and found they put forth a good faith effort.

With that, I'd be happy to answer any questions you might have this time.

Any questions?

Jason, it's actually 28.5% higher than the engineers estimate.

But then the next question I have is for this rehabilitating is it a bridge, I guess.

Um being so far over the engineer's estimate.

Is it something that requires immediate attention or should the city be looking at the additional bit new bids?

I'm not sure if we have anyone from the stormwater team uh design team here today to speak to that.

Um I believe I mean just so that because it was so high, it was 100 well, it was 40 and 4 to 80,000 dollars higher than the engineers' estimate.

Yeah, um we we only received the one bidder for the project.

Um the team reviewed and the engineers uh recommendation was to accept the project.

Uh that was uh from Aegis.

Um they they found the the bidder to be responsive and responsible.

Um they didn't really give a reason why they felt like the bid came in uh so much higher than the engineer's estimate, but uh again they did recommend to award the project.

All right, thank you for your comments.

Any other questions?

Seeing none, do I have a motion to approve the bid award?

So moved by Aegis Redman.

Do I have a second?

Second seconded by Sabeka Jawanza.

All in favor signify by saying aye.

Aye.

Any opposed?

That motion carries.

Jason Watt, next one, please.

Thank you.

The engineering division staff recommends the board of public works approved and authorized director to award SD-04-068, Haverstex Creek Regional Detention Basin to William Charles Construction Company LLC in the total not to exceed amount of six hundred and twenty-one thousand uh dollars and zero cents on the basis they are lowest responsive and responsible bidder.

Um a lower bid was received uh by KennexCo at 447,000 dollars uh four hundred and forty-seven thousand eight hundred and sixty-six dollars and zero cents.

Uh review of the bidder submitted, found that they uh the bid to be non-responsive.

Um with the post-bid eight uh bidder shall submit evidence of participation in apprenticeship and training programs, uh applicable to the work to be performed on the project, which are approved by and registered by the United States Department of Labor, uh, labor's office of apprenticeship.

Uh the bidder was not actively participating in the apprenticeship and chart training program uh per the contract book uh section ITB 6.10 um project SD-04-06A reconstruction of the Haversick Creek Regional Detention Basins, Principal Spillway, Riser Outlet Pipe, and the emergency spillway, including the addition of an access drive, substantial completion is scheduled for April 13, 2026 with final completion scheduled for May 28, 2026.

The engineer's estimate for construction on this project was 1,186,119 and zero cents.

On July 17, 2025, nine bids were received.

The lowest responsive and responsible bidder was William Charles Construction Company Inc.

and the not to exceed amount of $621,000 and zero cents, which was 47.6% lower than the engineer's estimate.

The Office of Minority and Women Business Development Reviewed William Charles Construction Company LLC's middle and found they put forth a good faith effort.

Um it is not typical for our DBW to deem a contractor non-responsive or non-responsible.

We did meet with this particular contractor, and they understood how to become uh considered responsive and responsible in the on future projects.

We do want to encourage folks bidding our projects, especially some of the smaller contractors.

Um they were enrolled in a um a uh apprenticeship program, however, they were not participating and had not sent any employees through the program.

Um so we are working on that with them.

Um that I'd be happy to answer the questions you might have this time.

Any questions?

Seeing none, do I have a motion to approve the bid award?

So moved by Dan Haig.

Do I have a second?

Second.

Second by Susie Cordy.

All in favor, signify by saying I.

Aye.

Any opposed?

That motion carries.

All righty.

Next item on the agenda are change orders, and Jason, you're still up.

Thank you.

The engineering division staff recommends the board of public works approve and authorize the director to execute change order number two to ST-22-092, thoroughfare structural rehabilitation area one with milestone and contractors LP and the decreased amount of 100 and 68 cents for a new not to exceed amount of 2,536, 899.32 cents, and no change substantial final completion dates.

Change order number two will provide compensation and quantity adjustments for WDCs one, two, and three, which was summarized here in some additional costs for uh HMA testing.

Um we have introduced a QCQA program for our HMA to try to get longer service life out of our program, and uh that was um added via change order.

Um items due to there being some uh unknown concrete underneath the pavement, um, so a composite pavement section, and then uh some additional flagging for the uh acting uh road elementary um during road construction.

Um with that, I'd be happy to answer any questions you might have at this time.

Thank you, Jason.

Any questions?

Seeing none, do I have a motion to approve bid award?

Or I'm sorry, the change order.

I'm do I have a motion so moved by Sebeka Jawanza.

Do I have a second?

Second by Egypt Redman.

All favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next one, Jason.

Thank you.

The engineering division staff recommends the Board of Public Works approve and authorized the director to execute change order number two to CL-04-078-7655, Westfield Boulevard Culver Repair, and the increased amount of sixteen thousand eight hundred and nine dollars and eighty-nine cents for a new total not to exceed contract amount of four hundred and seven thousand three hundred and fifty-five dollars and fourteen cents, with zero days added to substantial final completion dates, change on two, provide compensation equity adjustments for WDC's number three and COD 2.1, which are summarized here in uh basically some balancing of um some overruns and 90 runs and uh some additional guard rail.

With that, I'd be happy to answer any questions you might have this time.

Thank you, Jason.

Any questions about the change order?

No.

Seeing none, do I have a motion to approve the change order?

So moved.

So moved by Bob Perrin second.

Uh seconded by Legend Schulty.

Thank you.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Last change order, Jason.

Thank you.

The engineering division staff recommends board of public works approved and authorized the director to execute change order number one to BR-16-074 Lafayette Road over Little Eagle Creek debate construction inc.

And the increased amount of 132,561 dollars and 32 cents for a new not to exceed amount of 1,673,761 dollars and 32 cents and two days added to substantial final completion dates.

Change order number one provide compensation equality adjustments for work directives, work directive changes one, two, and three, which are summarized here in uh phase one, uh temporary pavement markings, um, some additional uh costs for what carrying and grooving the uh bridge decks.

That's another uh quality uh initiative that we have for the department, and then some overruns on the concrete patching.

Uh contract change order number one accounts for two days out of the standard final completion dates.

I'd be happy to answer questions you might have at this time.

Thank you, Jason.

Any questions on the change order?

Seeing none, do I have a motion to approve a change order?

So moved by Susie Corti.

Do I have a second?

Second.

Second by Sebeka Jawanza.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Thank you, Jason.

Moving on to service agreements.

Sean Brock, please.

Good afternoon, everybody.

Sean Brock, Deputy Director Solid Waste.

And we are here today to recommend that the Board of Public Works approve and authorize the director to award and execute the last of the 2025 new contract service agreements for the roll-off container pickup and drop-off or recycling in the napolis program to Republic Services of Indiana LP with an agreement expiration date of September 12th, 2030.

Um, this is for our recycle roll-off program where we've got the boxes around the county.

Our staff, DPW staff services these boxes Monday through Friday.

However, we need their seven-day a week service.

So we uh contract with Republic.

They've been doing this for the last 12 years, I believe.

Done a very nice job of it.

We received two proposals when we went out for proposals.

They were by far the uh most responsive, most responsible of the two we received.

So we'd like to continue to work with them.

Thank you, Sean.

Do we have any questions?

So is this in addition, John?

Just for clarification, because I know there's been two, three, four sites that have been closed down because of a lot of illegal dumping at these that's this program.

Is that in so are we expanding new sites?

Like we will if we are able to find anybody willing to host.

That's the difficulty is finding someone willing to host.

Gotcha.

Okay.

Thank you for that, Clarity.

Yeah, but we are open to expansion.

And then I looked up the schedule, and some sites get picked up every day.

Some sites get picked up with some other frequency.

Most of them are daily, seven days a week, but we have a couple that just don't generate a lot of recycling.

And so if we go and pull it every day, we're gonna be hauling a lot of air.

Thank you.

Any other questions?

How many services you have?

Way more than any normal person should.

Yes.

Thank you.

Very good.

Thank you, Sean.

Do I have a motion to approve the agreement?

So moved by Aegis Redman.

Do I have a second?

Second by Susie Cordy.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion is carried.

Thank you.

That motion carries.

Thank you very much, Sean.

Uh next item on the agenda are professional services amendments.

And we're gonna have uh Mark St.

John, please.

Thank you.

Uh again for the record, Mark St.

John, Chief Engineer.

I have before you amendment one for ENG-24-004, which is an on-call traffic engineering services contract with Fleece and Vandenbrink Incorporated.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment one to ENG-24-004.

On call traffic engineering services, a professional services agreement for traffic services with fleece and van and brink incorporated with no change total agreement amount of one hundred thousand dollars.

This amendment will provide for an updated subconsultant and have no change to the agreement expiration date of December 31st, 2026.

Amendment one will provide for an updated subconsultant to complete environmental study work related to project TR-26-007 emergency vehicle priority.

That should actually be preemption.

Happy to answer any questions you may have.

Thank you.

Any questions?

Seeing none, do I have a motion to approve the services amendment?

So moved by Sabeka Jawanza.

Do I have a second?

Second by Dan Haig.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Thank you, Mark.

Uh next item, uh Brian Cavanaugh, please.

Thank you.

Uh I have for the board's consideration amendment number six to professional services agreement for government affairs services with 1816 public affairs group.

Uh staff recommends that the board of public works approve and authorize the director of the department of public works to execute amendment number six to the professional services agreement uh for government relations services with 1816 public affairs group LLC to extend the term of the agreement for one year through and including August 31st, 2026.

Uh in August 2019, the board approved and authorized DPW to enter into a professional services agreement with a one-year term with local government relations firm 1816 public affairs group LLC for government relations services related to the financing of road infrastructure by the state of Indiana in September 2020, August 2021, July 2022, October 2023, and September 2024.

The board approved one year extensions to the term of the agreement.

Uh DPW dis desires to extend the term of the agreement for one additional year through and including August 31st, 2026 at the same pricing, and the contractor has agreed estimated expenditures under this one year extension are uh 72,000.

Thank you, Brian.

Do we have any questions?

Just um really a two-part question.

Um, how often do we go out to bid for like services like this?

And two, are we still happy with what we're getting?

I don't know anything about 1816, but um the state house is probably a very different place than it was in 2019, both good and bad.

Um yeah, I'm sure it is a very very different place.

Um so uh professional services agreements are um uh they're they're at the department's discretion, whether or not they're bid.

Um and so uh so that I think your your two-part question is really the same is yes, we we we are uh you know I I I understand last year um there actually was a pretty big um change in the road funding formula and and that's exactly why we we what I've been told is that we probably want to do this one more year to to protect those changes uh that we were able to obtain uh for road funding formula.

Yeah, very good question.

Do we have any other questions?

Seeing none, do I have a motion to approve the amendment?

So move by Aegis Redman.

Do I have a second?

Second by Leslie Schulty.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Thank you, Brian.

Next amendment, Jason.

Thank you.

The engineering division staff recommends the board of public works approved and authorized the director to execute amendment number three to ENG-21-007 on call stormwater design and inspection services, a professional service agreement with H T B Corporation and the increased amount of one hundred thousand dollars for a new not to exceed agreement amount of seven hundred thousand dollars.

This amendment will provide updated rates, we'll extend the agreement expiration date of December 31, 2026.

Amendment number three provides time and funding to complete additional requested inspection work for SD-22-101 2022 thoroughfare drainage improvement program area two.

Again, the original uh contract amount was for half a million dollars, amendment one was for a hundred thousand.

Uh we added uh some time, and then again we're adding time and rates and another hundred thousand dollars for a total of seven hundred thousand dollars.

If you have an answer question, you might have this time.

Thank you, Jason.

Do we have any questions?

CNN, do I have a motion to approve the amendment?

So moved by Susie Cord, you go have a second.

Second by Leslie Schulty, all in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next item on the agenda and final item is final acceptances.

Jason Watt.

Thank you.

The engineering division staff recommends board of public works approved and authorized director to execute final acceptance for CL-39-070, small structural replacement, 29 East Brunswick Avenue, LB 0415 with EMB paving inc for the final contract amount of 150,157.

The board action is for final acceptance of this project.

I'd be happy to answer your questions when we have this time.

Any questions on the bo uh project of board acceptance?

Seeing none, do I have a motion to approve the final acceptance?

I'll move.

So moved by Bob Perrin.

Do I have a second?

Seconded by Sebeka Jawanta.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

There is no other business.

Any questions, comments from the board members?

I'll ask for a motion to adjourn.

So move by I just readmind.

Do I have a second?

Second.

Second by Sebeka Jawanza.

Thank you all.

This meeting is adjourned.