Good afternoon.

I'd like to call to the November 12th Board of Public Works meeting to order.

I'm Todd Wilson, director and chairman of the board.

Board members, please introduce yourselves starting to my right.

Good afternoon, Susie Cordy.

Dan Haig.

Idris Redman.

Leslie Schulte.

Thank you.

I also like to introduce our board counsel Benjamin Moracle behind me and our board coordinator Jennifer Dominguez and other DPW staff.

Also like to welcome Sebeka Jawanza.

Board member.

First item on the agenda.

It's to adopt a November 12th revised agenda.

Do I have a motion to adopt the agenda?

So moved by Susie Cordy.

Do I have a second?

Seconded by Eegis Redman.

All in favor, signify by saying aye.

Aye.

Any opposed?

And motion carries.

Next item on the agenda, approval of minutes.

Do I have a motion to approve the October 8th and October 22nd meeting minutes?

So moved by Aegis Redman.

Do you have a second?

Second by Dan Hake.

All in favor signified by saying aye.

Aye.

Any opposed?

That motion carries.

So uh next item on the agenda is a presentation for our snow response plan, and I'll be giving that uh presentation to the board.

So I'll go down there and I don't know if you need us or not.

If we need to keep them in order or anything, do we not have the PowerPoint pulled up?

We give one moment, we'll get the PowerPoint pulled up on the on the TV.

There we go.

Very good.

Thanks for getting us set up.

Uh good afternoon, board members Todd Wilson.

Uh Director DPW.

Um I'm here before you to give you a presentation on the DPW snow fight policy updates.

Uh this policy update was spurred from the spring uh city county general ordinance number six, twenty twenty five.

It's a proposal number sixty-nine, twenty twenty-five, where it amends chapter six twenty-one, article three of the uh ordinance for snow emergency routes, um, which requires snow removal services on local streets.

Um, this amendment adds definitions for the second and third priority streets.

It also mandates that DPW initiates a snow removal policy that is approved by yourselves, the board of public works, and is also presented to the city county council public works committee, which will happen next week on November 20th.

Um this amendment also provides provisions that ensures that priority two streets be plowed at a two-inch threshold, and priority three streets be plowed at a four-inch threshold.

And we'll talk about what those priorities mean going forward.

Um, it also uh adds in language for uh DPW to provide a priority network for bike infrastructure.

Uh from the day uh I stand in front of public works committee this spring to acknowledge the ordinance amendment.

DPW staff has taken a deep dive into the response, historical information, staff interviews, peer city interviews, equipment, and technology, and other items related to our snow response.

Next slide, please.

Our priority streets, also known as connectors, are streets like Auburn Street, which connects to Washington Street, a Drexel Avenue, or Ritter Avenue that connects to Madison Avenue, or any streets abutting schools, publicly funded preschools, trustees' offices, and township small claims courts.

And then finally, our priority three street networks are our residential streets.

For example, maybe a Carrollton Avenue, Audubon Road or Hawthorne Lane.

Next slide, please.

This slide basically shows two different ways in to uh quantify in percentage the roadway networks that we're uh addressing.

Our priority ones through lane miles are the most, but through center lane miles, our priority three is the highest.

It's just this as this uh slide is just showing you that we have way more residential roadways than we do our uh thoroughfare network, but our thoroughfare network has met many more lanes to address as well, and we do um curb to curb uh clearing for our thoroughfare networks as well.

Next slide, please.

So this slide says who does what and when do they do it?

So at a zero to two inch threshold, it's DPW, uh our union staff only that will be uh a part of the snow response, and those are only uh addressing priority one roadway networks.

Between two inches and four inches, we still only have DPW crews uh deployed uh for those snow events.

Um those priority two again will be uh abutting schools, township trustees offices, small claims courts, uh things of that nature.

And then uh any snow event that is in excess of four inches or more, uh that's when we'll uh univise both DPW staff and our uh contracted contractors to do the residential uh neighborhoods.

Um it's important to know that uh the residential call-out for priority threes is just to make a passable lane through the neighborhood.

It is not a curb-to-curb situation where uh the contractors will be moving as snow.

Um, and then uh this this table also shows when we'd be using salt.

Um, you know, it's it's it's very fluid.

When you when you say depends, it's uh dependent on weather, it's dependent on whether it's uh rain in the forecast or extreme cold stuff, stuff like that.

So we don't always put salt down.

Um we do it when when it's gonna uh be more optimal for for its effect.

So when when we say we took a deep dive in this last uh few months to understand uh our snow response, you know, um we went through 45 years of uh information for snow uh accumulations, and this uh this graph here kind of outlines you know a measurable snow event, that means it's a tenth of an inch or more.

We get approximately 22 days per season in Indianapolis for for measurable snow.

Ums that are two plus inches, we see about 3.7 days per season, that's per year for uh that uh snow event to occur, and then if it's if it's an event more than four inches, that's about 1.3 times per season.

So we talk about what what factors do we take to determine what our response is.

So we we uh DPW, we use paid services uh for our uh weather accumulation uh amounts.

Uh one service that we use is DTN weather surface, and then we also uh use the National Weather Service uh where they take measurements at the airport.

Next slide please.

Um this is just kind of outlining you know personnel during the snow fight, uh particularly just DPW uh personnel that's involved with that.

Um so we have approximately 95 people on our union staff per shift to manage a snow fight.

That means 70 drivers, 15 laborers, and nine heavy equipment operators.

Um those heavy equipment operators are typically in our snow uh our our salt barns uh loading up our our our trucks for for deployment.

Um we also use uh operational staff for um dispatch uh those are 24-7 services and um we also track the data through our Samsara uh platform and we have folks that are analyzing that data and updating uh our uh not only our mayor staff, our comms people, and the uh the uh platforms that we have on social media as well.

And then um management of our flexible staff.

Um we do have an on-call and standby for our AMB shifts uh for any surging needs.

Um it is important for everybody to understand that our um union staff are prohibited from taking vacations between December 1st and April 1st.

That is something that they all live with and they understand that that's part of what their jobs are, but um that is uh something that is to be noted.

Next slide.

So we talk about uh how do we move to snow.

We got to have have to have the equipment to do so.

We we are we are fully staffed, if you will, and operations.

Um we always will continue to have issues with uh equipment through our 2026 adopted budget.

We have uh additional funds allotted for our heavy snow trucks.

Um we also through our spring fiscal and other allocations, we have one-ton plows that uh are purchased and are trickling in now for our response.

Those those one-ton pickups will be used on our connector streets, the dedicated bus lanes and our BRT routes uh and and some of the neighborhood routes as well.

And then we also have uh our our kabodas or our utility vehicles that mainly focus on our trails network.

We do have four uh Kabotas on order that should be coming in uh any time now.

The next slide just kind of outlines or shows you where our different uh salt barns are located throughout the county.

We have seven salt barns.

We were as of Sunday, we were we're fully uh stocked with salt.

We do use a little bit this this uh Sunday evening, Monday morning uh to prepare for the sun the snow that came uh late Sunday night.

Uh also to note that Lafayette Road Salt Barn during April's tornado, uh the the roof got ripped off of the the salt barn.

That salt barn is it's being repaired and should be uh back and functioning here in the next couple of weeks.

I think the the roof has either gone on this week or last week.

So now this is where you know this differs from you know the typical DPW operations on what we're responsible for.

Um the use of contractors.

We uh DPW uh accepted five bids for contractors to do our residential um plowing.

Um you will be hearing uh the um award justification today.

We we're actually to walk those on for those five contractors, so we'll be prepared um this season for um for our snow response.

And we're very uh satisfied or proud of you know being able to get the response we have with those five vendors and we're looking forward to working with them.

Um kind of some of the stats here, it costs about 700,000 1.3 million to deploy one snow event with our snow contractors.

Uh these contractors also re uh provide a retainer to those those uh vendors.

Um that's in case you know we don't call out this year.

Um so that that gives them some some appetite to actually want to bid on on DPW work.

Um and again, those contractors are doing the the neighborhoods uh one passable uh lane, not curb to curb, and and no salt used on those neighborhood roads.

Now you the next uh slide talks about the contractor's deployment protocol.

Basically, DPW director myself, I coordinate with staff to review weather forecasts.

DPW operations will review current weather forecasts for the present day and following days.

Once the precipitation amount is determined, the contractors are put on standby.

Once the snow hits and it reaches the determined level, all the snow contractors will be notified to report for their rendezvous locations.

Usually the snow contractors are given about four hours to mobilize.

Now once an area is complete, the snow contractors will uh contact DPW Snow Command Center and report their their completion and then uh told to move on to their next area for work.

So this next this slide here um as the ordinance calls out, we are to publish a uh priority network for bike infrastructure.

Um we see Monon Trail, Fall Creek, Nickel Plate, uh, Penzi and BNO are all part of our priority trail network.

Um any additional bike infrastructure outside of that will be uh included in the thoroughfare uh route removal snow removal from curb to curb.

So uh for example, Allisonville Road has uh bike lanes on both sides, those bike lanes will be cleared as the road is cleared.

Um I think East Street is simpler conditioned, so um any roadways that have bike lanes on them, they will be cleared curb to curb per that uh that priorities uh justification.

And then next slide.

Of course, uh we also have to worry about uh solid waste trash pickups.

Um it's important to note that when temperatures are low uh below five degrees uh ambient or 22 degrees wind chill um per the collective bargaining agreement.

Um we are to suspend all services, including our contractor haulers.

That means LRS or it's uh uh Republic now or waste management.

Um those routes uh or we will suspend services also if routes become too icy or excessive volumes of snow make it unsafe to travel.

And in those instances, we'll uh coordinate what operations to uh get additional salting or clearing on those roadways.

Um so those those suspensions are typically localized and temporary in nature.

Um should a service be suspended for a day, we'll just slide uh to the next day, like we do on uh typical holidays.

If it is two days or more, um that week's trash pickup will be missed and will resume the next week.

So other topics that uh we are bringing up all so as HOAs are very important too.

Um, HOAs with private maintenance jurisdictions excluded as those cities are privately owned and maintained.

You know, uh HOAs uh are I'm sorry, excuse me, HOAs where streets are privately maintained jurisdiction will not be plowed.

HOAs that provide their own plowing services should continue to do so if they want to guarantee the specific level of service.

Why we say that is because our private contractors will only go in and do a single pass through a roadway, and they will not um plow from curb to curb in the neighborhood.

So a lot of HOAs are uh uh do the curb to curb plowing, so if they wanted to continue that level of service, they would have to continue that service with their their uh vendor.

Um and then uh DPW operation operations will remove snow and ice on ADA ramps within the mile square.

Other than that, sidewalks are to be taken care of by the property owners that are adjacent to those sidewalks.

This next uh slide just shows you our Indianapolis Snow Forest Viewer.

That's the technology part about um how we're uh going about our snow response.

Um so this is a a real-time um look at our snow response and and and where what roads have been done and and how long since they have been done as well.

And then our our final slide.

Um everybody take out their phones and go to www.ind.gov slash snow.

That's where you'll find all the latest uh updates on the winter weather preparedness for City of Indianapolis and DPW.

You'll see links to Snow Force Viewer and other uh helpful information for um our snow response.

That concludes my presentation, and I'm happy to answer any questions you might have.

Yes, Susie.

I no longer have to get up at 4 30 in the morning and drive a school bus, but um I've received a lot of texts from my former co-workers about the streets being so bad Monday morning.

When were they out?

When when did they start on Sunday night?

Well, I can uh ask our operations crew to come out and and sure.

I'd love to hear from you walk us through how our snow response went this weekend.

I know the interstates were really bad too, but there was a lot of accidents on our city streets.

Okay.

How are you doing?

Um Lacey Johnson, deputy director of DPW.

Um we had crews out Sunday at 11 a.m.

all the way through Monday.

I never saw one truck, and neither did my co-workers.

Okay, they were out in the I believe you.

I'm just saying Midhoffer was a mess, Rawls was a mess, Franklin was a mess, post was a mess.

Let's do better.

Yes, ma'am.

Thank you.

Yeah.

I have a question about staffing.

We have a standard shift of 70 drivers.

How does that compare to our pure cities?

I don't know the answer to that question.

I don't know if we can answer that today.

We can we can get that information to you.

We have done uh interviews with pure cities and evaluated some of the things.

I I'm sure we can have that information for you.

So a question about in the beginning, you said that we were voting on this today, and you were presenting it to the council at public works next week.

Is the council voting on this as well, or is or are we the formal approval?

Um the way I understand the ordinance as written, you're the pro approval, we are just presenting it to them.

Okay.

Is that is that correct?

That's correct.

Okay.

Um different question.

Um, is there any scenario where we would actually put salts on neighborhood roads?

Like I know it's a cost prohibitive thing to make it a policy decision, but though the the scenario where we would put salt on neighborhood road would be if our solid waste trucks weren't weren't able to get through there.

Um you know, we do work with uh uh public safety as well, so if they're if they identify some some needs, we will react to that and make sure that um we get salt to where it needs to go.

Okay.

Um I know we're supposed to be voting to approve this today, but first off, thanks for this incredibly thorough presentation.

It's clear you guys have thought about this a ton and uh appreciate that.

Um given that this is probably the most important thing we're gonna do this year.

I mean, this is a policy that's gonna impact every resident of Indianapolis.

Like I I don't where my colleagues are, but we received this information half an hour ago, and I'd like some time to sit with this and think about this and come back and ask some more thought-out questions.

So I'm no, we're not ready to make a motion yet, but I'm gonna move that we table this to our next meeting and we bring this up for discussion in our next meeting.

Yeah, I yeah.

Um that's I guess that that's that's fine.

Um, we will actually we will operate under this understanding until uh uh a boat can be had.

Yeah, and I think that's completely understandable.

Yeah, I just want to make sure we're having complete thought about something this important.

I I understand.

Yeah, a couple questions here.

Um slide number six, it says some of the other factors beyond measurement that will be taking consideration on how we address four inches or more of accumulation.

How will this be communicated out to the community?

Right?

So if we're saying we got four inches, but we know the weather's gonna improve in 48 hours, so we may not you know hit your side street.

How what's the plan of communication for that to those that may be impacted by that decision not to move forward with plowing on those situations?

Yeah, that's actually a really good question.

Um, so we will definitely um as a department communicate directly with the public works committee chair.

Um we'll start there with with that with that individual so they can get it through the the public works or through city county council.

And within that uh indie.gov slash snow uh URL.

Okay.

Perfect.

Um couple other questions here.

So if it is four inches, is it a total accumulation four inches?

The the contractors hit those side streets, and then that's a one-time pass, or is that a multiple?

Like how often will they do that one pass down that street of four inches accumulating?

We we'll wait until the snow event is done before we have them start their work.

Okay.

Gotcha.

And then my last question is I've seen the snow force viewer uh multiple times.

Will this include all three levels of priority of role to show whether it's cleared or not?

Today it's only going to show priority ones and maybe twos.

It will not show priority three roads on the snow force viewer.

Okay.

Thank you.

So I have a couple of questions around the bike infrastructure.

So I see our priority is the Monon, Fall Creek, Nickel Plate, Pensee, and BNO Trail.

Are any of the protected bike lanes part of the priority network right now?

Our priority network is the trail network.

The protected bike lanes are part of that, but we do not have all the equipment to actually perform that work if it were to happen today.

We got those four kobotas coming.

We do have resources, but I don't want to commit DPW to doing that, and we not make sure that happens.

So today we cannot do those protected bike lanes.

And so the equipment you need, is it those four?

Is it only those four?

It is not only those four.

We're but we're we're working.

We have uh a couple other pieces of equipment that we could deploy um after those uh terrail networks are done as well.

And then I see so what about I see no plowing of our most used, according to the Indianapolis Metropolitan Planning Organization's map.

Our most used bike lanes, those in the mile square, there is no plowing of those at any point, is what I'm seeing.

One moment on this map.

Yeah, yes.

So we're able to do portions of those bike lanes along Illinois and Pennsylvania downtown in a mile square.

So we we we are addressing it.

And what about the cultural trail?

Cultural trail uh does their own snow removal, I believe.

Is that correct?

Yeah.

Okay.

I would encourage the Department of Public Works to purchase the equipment required and do more than plow only our trails, which cover a small portion of our network of bike infrastructure, which is also walk infrastructure.

Anyone else?

Susie?

Sorry.

I watch a lot of local news, and I only saw N Dot doing you know updates, and I remember 30 years ago we would always see Joe Lockmiller out there standing at the at the snow barn with his little hat on and everything, and we would have spokes people out there last year, but there was nobody out there this year.

Okay.

Giving us any updates.

I mean, do we not have a person that gives updates?

Yes, we do.

Okay.

Um is Kyle.

Hi.

I'll ask uh Kyle Bloyd to come up and address that question.

I've seen them on the news, yeah.

Yeah, you know, get you a little cap.

I did I do need a cap.

I will need that in the cold weather.

Joe Lock Miller will give you his.

Yeah.

Hey, I'm Kyle Bloyd.

I am the chief communications officer with NDDPW.

Uh I had a previously scheduled family vacation uh on Monday.

Adam Pinsker, our public information officer was uh available.

He did do uh TV interviews on Monday.

The two of us will be uh very available throughout snow season.

That's good to know.

Thank you.

Thank you.

Thank you, just a follow-up question to Leslie's um questions about the protected bike lanes.

Like ballpark, like we're we're gonna buy four Kabodos.

Um not keeping you to this number because I know this is like a guesstimate on the spot, but like how many Kubota's would we need hypothetically to service all of the protected bike lanes in the city?

Again, round number, not keeping you to it, just out of curiosity.

Yeah, um, we can definitely follow up with you on our uh projected level of equipment and personnel to do those protected bike lanes.

Yeah.

And maybe this may come up later when we discuss the actual contractors, but can in the meantime, is there a way to leverage the contractors?

Do they have equipment to provide the services if need be on some of those bike lanes?

The protected bike lanes are narrow lanes.

So um the contractors that we use utilize are typically pickup trucks, um half ton, one-ton pickups.

I don't know if very many of them have specialized equipment like that.

We've we did we did request a uh equipment list from each vendor to evaluate what their capacity is.

Um so if if they mention some of those things, maybe we can leverage that, but uh I don't know off the top of my head.

That wasn't so only we have more trails than are covered.

Why are Pleasant Run and Eagle Creek excluded from the priority network for bike infrastructure?

Hello, Leslie.

Uh Daniel Stevenson, Deputy Director of Policy and Planning.

Um as we were looking at the bike infrastructure network to identify this priority grouping.

Um we did base this off of the levels of usership primarily as our source for identifying what would be our top priorities.

So what you're seeing up there right now, Monon, Fall Creek, Penzi, and Bionot Trail, those have all been historically part of our trail network that gets plowed.

Um we are adding since the nickel plate trail just recently um had opened, but it is also already a high use network.

Um this has been um coordinated with both our bike ped coordinator um and engineering and our program manager of trails.

So these are our most traveled um trails.

That's why they were identified as our priority network.

You are welcome.

Um I'll just have a question about the contractors.

Uh is this a list that's already kind of like some some people who we work with, or is that like an open bid where people can actually like try to upside in that contracting job?

So uh there are new vendors on that list, and there are vendors that we've worked or worked for for some time now.

So yeah, and and those vendors you'd be uh actually voting on today for approval for those contracts.

Gotcha.

Thank you.

Thank you.

And and you can see it it it took all of us to to get this and and more people that are not in in this room.

So um it is a work in progress, um, and we're gonna make it better.

So I appreciate you guys' time and um I'll adjourn.

Perfect.

So to close the loop, so I move that we table this vote with the idea or with the concept that in the interim you're gonna execute the plan until the December meeting.

I don't know.

That one I think I can help here.

Uh so uh the city code requires that this snow plan uh is presented to the public works committee at their November 20th, 2025 meeting.

So uh it we can table it, um, but you won't be able to table it till the next December meeting.

You would need to call uh a special meeting of the Board of Public Works to vote on it uh prior to its introduction of that November 20th meeting.

Or you could, yeah.

So you could you can pending approve it now and then call a special meeting of the Board of Public Works to approve the snow plan prior to the November 20th, if that's what you want to do.

Otherwise, it would need to be voted on today at this meeting.

I mean, I'm not comfortable voting on it today.

So, how does everybody else feel?

Yeah, special session, yeah.

I'm comfortable voting on it if we have the vote, but if we need a special session, the um present special session.

Um second session.

Can I I I hear the concerns?

I just want to go on record here that my concern though is that we're in the middle of snow season right now, and if we're saying we have to table this and we can't pull a special session, we're using last year's policy, which we know was not effective.

Um, to operate within if I if I'm understanding it right, we're gonna we we would default back to the other policy.

So between now and the December meeting, we would operate under that policy, and if there is a still we went between now and then um ready to hold off on voting on this because of this time, or maybe a pending approval until uh we can call a special session where everybody can be present.

I believe there's nothing keeping you from executing the policy in the interim, right?

Well, I thought that's what he can do.

Yeah, just making sure.

No, it's a good question.

Yeah, I thought he said we could execute the policy.

Uh policy needs to be approved by the board of public works.

Sorry, I'm not talking about my mic on.

Uh the policy needs to be approved by the board of public works in order to be presented to the public works committee.

All right, so there's nothing stopping you from executing the policy then, correct?

Executing this moving forward with this policy as if they were.

No, I don't believe so.

Okay.

So I move that we go ahead.

So I'm not clear.

So we will if we can't have a special session for some reason because we don't have a full name.

And this has to wait until the next meeting, which sounds like it can't because it's supposed to be voted on next week.

For some reason, what policy do we operate under if there is a snow that takes place that is for instance or I've committed the DPW will operate under the new presented snow policy that I just give.

Okay.

Okay, okay.

So in that case, just so you do the motion would be to move to um operate under this snow policy uh and as if it were accepted pending uh acceptance by the board of public works at a uh special meeting of the board of public works to be called in the future.

I move that we operate under the new snow policy until we get the opportunity to call a special session and vote on the new policy.

Second we have a motion we have is seconded.

All in favor say aye.

Aye.

Any opposed that motion carries thank you very much.

Good job.

Oh no.

Very good.

Okay.

Next item on agenda or bid awards, Jason Watt.

Thank you.

Good afternoon, Mr.

Chairman and members of the board.

My name is Jason Watt, the administrator for structure for DPW engineering.

The engineering division staff recommend the board of public works approved and authorized director of award C L-23-061.

Small structural replacement on Lynnhurst Drive and Tibbs Avenue to William Charles Construction Company LC in the total not to exceed amount of 2 million 50,000 forty dollars and zero cents on the basis they are the lowest responsive and responsible bidder.

Project C L 23-061 small structural replacement on Lynnhurst Drive and Tibbs Avenue consists of small structure replacement of asset EG 3316 at 86 South Lynnhurst Drive over Trubridge area of Lynn Creek and small structure replacement of asset E.G.

8077 at 707 South Tibbs Avenue, uh priority tier one's sufficiency rating 36.6.

Uh substantial completion is scheduled for July 2nd, 2027 with final completion scheduled for August 16, 2027.

Uh the engineers estimate for construction on this project was 2,393,042 and 58 cents on October 23rd, 2025.

There were three bids that were received.

A little bitter was William Charles Construction LC, and then not to exceed amount of $2 million $50,000 forty dollars and zero cents, which was 14.3% lower than the engineer's estimate.

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

I am happy to answer any questions you might have at this time.

Thank you.

Do we have any questions?

Do I have a motion to approve the bid award?

So move by Aegis Redman.

Do I have a second?

Second.

Seconded by Legislative.

All in favor, signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next item on the agenda are change orders.

Jason Watt.

Thank you.

The engineer engineering division staff recommends the board public works approve and authorized the director to execute change order number four to SD-19-073, Dr.

AJ Brown 30th Keystone Drainage Improvements with Eagle Valley Inc.

in the increased amount of 14,966 and 96 cents for a new not to exceed amount of $6,043,549.21 and zero days added to substantial final completion dates.

This is a true up for the quantities of for AJ Brown 30th Keystone Drainage Improvements.

There is detail in uh COD 4.1 on how they came to those numbers.

This change order adds uh zero days to substantial final completion dates.

I will add this project is substantially complete uh with the exception of our um I IDM uh construction stormwater general permit notice of termination.

Umce we have that uh this project will be finalized.

I'd be happy to answer questions.

Do you want this time?

Thank you.

Do we have any questions?

CNN, do I have a motion to approve the change order?

So move by Sabica Jawanza.

Do I have a second?

Second, second by Susie Court.

Second by Susie Cordy.

All in favor signify by saying aye.

Aye.

Any opposed?

Thank you.

That motion carries.

Uh next item on the agenda are professional services amendments.

Uh Natalie Stevens, please.

Good afternoon, Natalie Steven, program manager for stormwater for DPW.

Um, this item is for amendment number four for ENG 2108 on-call stormwater design and inspection services for resolution group Inc.

The engineering division recommends the Board of Public Works approve and authorize the director to execute amendment number four for ENG 21008 on-call stormwater design and inspection services with resolution group inc in the increased amount of 100,000 dollars for a new total not to exceed agreement amount of one million dollars.

This amendment provides updated compensation rates and will extend the agreement expiration date to December 31st, 2027.

Amendment number four provides funding time and updated rates to complete additionally requested design and inspection services for projects under this on-call agreement.

Happy to answer any questions.

Thank you.

Are there any questions?

Do I have a motion to approve the amendment?

So moved by Susie Cordy.

Do I have a second?

Seconded by Aegis Redman.

All in favor, signify by saying aye.

Aye.

Any opposed?

That motion carries.

Natalie, next one.

Yep.

Next item is amendment number two for SY23005 stormwater program management for fiscal years 2023 to 2026 for American Structure Point Inc.

The engineering division recommends the Board of Public Works approve and authorize the director to execute amendment number two to SY23005 stormwater technical services for fiscal years 2023 through 2026 with American Structure Point Inc.

in the increased amount of $4,500,000 for a new not to exceed total agreement amount of $14,100,000.

This amendment also provides updated rates and extends the expiration date to December 31st, 2026.

Project SY23005 is for the stormwater program management for years 2023 through 2026.

Happy to answer any questions.

Thank you.

Are there any questions?

Yeah, what all does our stormwater management program do?

Um so for our team, they help us manage individual capital projects.

They help us with some of our critical infrastructure, like our dams and levies with inspections and oversight of those.

Um help us triage when we get drainage complaints that come in.

So it's essentially an extension of our current staff.

Any other questions?

For 14 million dollars.

Can you go into a little bit more detail on what they do?

And is anyone here from structure point?

Can you go into detail for those watching at home?

That's a lot of money.

Sure, absolutely.

Um so the 14 million dollars is over the course of from 2023 to 2026.

So it's on average, it's about 4 million to 4.5 million dollars per year to provide the technical services.

And provide they so a majority of our project management is performed by the technical services team.

They also have technical expertise with our dams and levies so that they can go out and provide inspections and provide insight to operations on what repairs may need may be needed.

They also will assist with, like I said, any drainage complaints or anything that comes in, they'll coordinate with me, and we kind of triage whether it needs to be handled through our CEG contract or whether we need to run it through the capital program, things like that.

It's just so much money.

And there's how many positions are open in the Department of Public Works that we can save a lot of this money for taxpayers.

Yeah, I mean, we currently have I believe six positions open for stormwater.

How long have they been open?

Uh some of them have been open for a few months, and so I've been trying to.

Yeah, I think just for clarity, it's a not to exceed, so that doesn't mean it's been 14.

Right.

Yes, that's correct.

Good questions.

Do we have any other questions?

Do I have a motion to approve the amendment?

So moved by Aegis Redman.

Do you have a second?

Seconded by Leslie Schulte.

All in favor, signify by saying aye.

Aye.

Any opposed?

The motion carries.

And next one, Natalie.

Thank you.

Next item is amendment number one to ENG 21027.

On call dam and levy professional services with Tetra Tech Inc.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment number one to ENG 21027, on call dam and levy professional services with TetroTech with no change to the total agreement amount of 500,000.

This amendment will provide updated rates and extend the agreement expiration date to December 31st, 2027.

This amendment provides updated rates and time for additionally additional design and inspection services for projects under this on call agreement.

Thank you.

Do we have any questions?

Do I have a motion to approve the amendment?

So moved by Susie Cordy.

Do I have a second?

Second.

Seconded by Dan Hay call in favor, signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next amendment, Natalie.

Next amendment is amendment number two for CH3203 Poges Run Daylighting Study from Missouri Street to White River with GAI Consultants Inc.

The Engineering Division staff recommends the Board of Public Works approve and authorize the director to execute amendment number two to CH3203 Poges Run daylighting study from Missouri Street to White River with no change to the total agreement amount of $500,000.

This amendment will provide updated rates and extend the expiration date to December 31st, 2026.

This is a project-specific on-call professional services agreement for study services related to the daylighting of Pokes Run.

Thank you.

Any questions?

Yeah, where exactly Missouri Street and White River Parkway are parallel to each other.

So where exactly is this daylighting study?

So the study is basically just west of Lucas Oil until Pogue's run outlets into the White River.

So that's the area that we're doing a study right now.

The initial phase was to determine whether it was hydraulically feasible to daylight, and now we've moved on to the next step, which is to create some more concept drawings and start with some potential stakeholder engagement.

Exciting project.

Very exciting project.

Very exciting project.

Do I have a motion to approve the amendment?

So move by Leslie Schulte.

Do I have a second?

Seconded by Dan Hake.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Natalie, next one.

Okay.

Next one is amendment number one to SY22009 DNR in LU fee mitigation site locations with Stan Tech Consulting Services Inc.

The engineering division recommends the Board of Public Works approve and authorize the director to execute amendment number one to SY 22009 DNR in LU fee mitigation site locations with Stan Tech Consulting Services Inc.

with no change to the total agreement amount of 150,000 dollars.

This amendment will provide updated rates and extend the agreement expiration date to December 31st, 2027.

This amendment will provide updated rates and additional time for study services within Marion County for in loom mitigation site locations.

Thank you.

Are there any questions?

Do I have a motion to approve the amendment?

So moved by Sebeka Jawanza.

Do I have a second?

Second by Aegis Redman.

All in favor signify by saying aye.

Aye.

Any opposed?

That motion carries.

One more amendment.

Natalie.

Uh this is for amendment number one for SY23011 new products review 2023 through 2025 with DLZ Indiana LLC.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment one to SY2301, new products review 2023 through 2025 with DLZ Indiana LLC with no change to the total agreement amount of 32,000 dollars.

This amendment will provide updated rates and extend the agreement expiration date to December 31st, 2026.

Amendment one provides time and updated rates to complete additionally requested study work.

This will include additional time for professional engineering services to review and make recommendations on the use of new products on public and private infrastructure projects within Marion County.

Thank you.

Do we have any questions?

Do I have a motion to approve the amendment?

So moved by Leslie Schulte.

Do I have a second?

Seconded by Susie Cordy.

All in favor signify by saying aye.

Aye.

Any opposed?

That motion carries.

Thank you, Natalie.

Thank you.

My next amendment, Mark St.

John.

Thank you.

Mark St.

John, Chief Engineer for the Department.

Uh the first item I have before you is amendment number two to ENG-23-013, on call geotechnical services with CTL Engineering Incorporated.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment number two to ENG-23-013 on call geotechnical services with CTL Engineering Incorporated and the increased amount of 100,000 dollars for a new not-to-exceed total agreement amount of 350,000 dollars.

This amendment will provide updated rates and extend the agreement expiration date to December 31st, 2027.

Amendment number two provides additional time and updated rates to complete additionally requested design work for projects under this on-call agreement.

Thank you.

Do you have any questions?

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

So moved by Sedbaka Juwanza.

Do I have a second?

Seconded by Aegis Redman.

All in favor, signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next amendment, Mark.

The next item is amendment number three to ENG-21-002 on-call design services with first group engineering incorporated.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment number three to ENG-21-002 on-call design services, a professional services agreement with first group engineering incorporated with no change to the total agreement amount of $950,000.

This agreement provides updated rates and extends the agreement expiration date to December 31st, 2026, with no change to scope of services and updated rate schedules.

Amendment number three provides time and updated rates to complete the additionally requested design work for projects under this on-call.

Happy to answer any questions.

Any questions.

So moved by Leslie Schulty.

Do I have a second?

Second by Dan Haight.

All in favor signify by saying aye.

Aye.

Any opposed?

Motion carries.

Mark St.

John, next amendment.

The next item I have is amendment number three to ENG-21-017 with uh first group engineering incorporated and on-call transportation design services.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment number three to ENG-21-017, on call transportation design services, a professional services agreement with first group engineering incorporated with no change total agreement amount, no change to scope of services, and updated rate schedules.

This amendment will extend the agreement expiration date to December 31st, 2027.

Amendment number three provides time and updated rates to complete additional requested design work for projects under this on-call agreement.

Um I would note this is the second on-call amendment with first group today.

You may have noticed.

Um I'm not sure why they received two on-calls at the time.

I was not at the department, but we have various projects assigned to the on-calls, so we want to make sure we have enough time to complete those projects out.

Thank you, Mark.

Do we have any questions?

Yes.

Hey, Mark St.

John.

Yes.

What specific projects is first group engineering working on under this contract?

So under this on call, they are working on SD-22-103, which is Bluff Road.

Um that one is nearing design completion and is set to bid early next year.

Uh the other one is ST-27-087, uh, which is 10th Street from Emerson Darlington.

Which to be clear was the city's largest and most successful tactical urbanism project that prevented 22 crashes in 90 days, which if you do the math is more than a thousand crashes every 10 years.

So really excited that the Department of Public Works has started design on this project.

Nice plug.

Um glad I could tee that up for Ms.

Schulte.

Any other questions or comments?

You have a uh motion to approve the amendment.

So moved so moved by Sabaka Jawanza.

Do I have a second?

Seconded by Susie Cordy.

All in favor, signify by saying aye.

Aye.

Any opposed?

That motion carries.

Next one, Mark.

Next one is amendment number two to ENG-23-006.

On call transportation design services with Hanson Professional Services Incorporated.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment number two to ENG-23-006.

On call transportation design services, a professional services agreement with Hanson Professional Services Incorporated with no change to the total agreement amount of 750,000 dollars.

This amendment provides updated rates and extends the agreement expiration date to December 31st, 2027, with no change to scope of services and updated rate schedules.

Amendment number two provides time and updated rates to complete the additionally requested design work for projects under this on call.

Happy to answer any questions.

Thanks.

Any questions?

Do I have a motion to approve the amendment?

So moved by Idris Redman.

Do I have a second?

Second.

Seconded by Leslie Schulte.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Mark St.

John.

The next item I have is amendment number one to ENG-23-007.

On call transportation design services with H and T B Corporation.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute amendment number one to ENG-23-007.

On call transportation design services, a professional services agreement with HNTB Corporation with no change total agreement amount, no change to scope of services, and updated rate schedules.

This amendment will also extend the agreement expiration date to December 31st, 2026.

Amendment number one provides time and updated rates to complete additionally requested design work.

This will include SD-25-522 Ralston Campus Infrastructure Improvements.

Thank you.

Any questions to approve the amendment?

So moved by Dan Haig.

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, Mark.

Jason Watt.

Next amendment.

Thank you.

The engineering division staff recommends the Board of Public Works approved and authorized the director to ratify and execute amendment number six to ENG-20-007 on call transportation and inspection services with CTL Engineering of Indiana Inc.

with an increased amount of 100,000 for a new not to exceed total amount of $825,000.

This amendment will provide updated rates and extend the agreement expiration date to December 31st, 2027.

Amendment number six provides additional funds and time to complete uh requested inspect inspection services uh for projects under this on call.

The uh total agreement amount was for $825,000.

There is a error on amendment six in the summary.

Um it says it's for 250,000 dollars time and rates.

It is actually only for 100,000 dollars.

Uh with that I'd be happy to answer your questions you might have this time.

Thank you, Jason.

Do we have any questions?

Do I have a motion to approve the amendment?

So moved.

So moved by Dan Haig.

Do I have a second?

Second it by Idris Redmond.

All in favor, please signify by saying aye.

Aye.

Any opposed?

That motion carries.

Jason Watt, next one.

Thank you.

The engineering division staff recommends Board of Public Works approve and authorized the director to execute amendment number one to ENG-23-003 on call stormwater inspection services with CHA Consulting Inc.

with no change to the total agreement amount of 500,000 dollars.

This amendment will provide updated rates and extend the agreement expiration date to December 31st, 2027.

Amendment number one provides updated rates and time to complete additionally requested uh inspection services for projects under this on call.

Um the total agreement amounts for 500,000.

Amendment number one is for time and rates.

Be happy to answer any questions you have at this time.

Thank you, Jason.

Any questions?

Do I have a motion to approve the amendment?

So moved by Leslie Schulte.

Do I have a second?

Second.

Seconded by Sabaka Jawanza.

All in favor, please signify by saying aye.

Aye.

Any opposed?

Seeing none that motion carries.

Thank you, Jason.

Next item on our agenda are other amendments, and we have Brian Kavanaugh, please.

Thank you.

Excuse me.

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

I have for the board consideration today.

Amendment number three to RFP 14 DPW 1232 for underground utility locating services with sanitary management and engineering company incorporated.

DPW staff recommends the Board of Public Works ratify, approve, and authorize the director to execute number three to RFP 14 DPW 1232 for underground utility location services with sanitary management and engineering company incorporated.

This amendment will extend the agreement expiration date to December 31st, 2026 and introduced updated rates for SAMCO services under the agreement.

At the November 13th, 2024 meeting of the Board of Public Works, the Board ratified approved and authorized the director to execute amendment number two to the Underground Utility Locating Services Agreement with Samco.

That amendment similarly and accompanying memorandum authorized DPW to compensate SAMCO for SAMCO's updated rates for services rendered under the agreement in the 2025 calendar year.

This memo and associated amendment will similarly allow DPW to compensate SAMCO for services at their new rates beginning in 2026.

And I realize we omitted this.

Thank you, Brian.

Do we have any questions?

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

Seven.

So moved by Susie Cordy.

Do I have a second?

Second.

Seconded by Sebeka Juanza.

All in favor, signify by saying I.

Aye.

Any opposed?

That motion carries.

Thank you, Brian.

Next item on the agenda are final acceptances.

Jason Watt, please.

Thank you.

The engineering division staff recommends the Board of Public Works approve and authorized the director to execute final acceptance for CL-16-069 small structural replacement of asset number LE 0762 at 5030 North Muller Road with edge construction LLC for the total contract amount of 444,000 50 and 83 cents.

The board action is for final acceptance of this project.

If you happy to answer any questions, you might have this time.

Any questions?

Do I have a motion to approve the final acceptance?

So moved by Dan Haig.

Do I have a second?

Second.

Second by Sebeka Jawanza.

All in favor, please signify by saying I.

Aye.

Any opposed?

Seeing none that motion carries.

Next one, Jason.

Thank you.

The engineering division staff recommends the board of public works approve and authorized director to execute final acceptance to CL-12-045.

Call for replacement of asset FL 4358 at 5422 East 56 Street with Yarbury Companies Inc.

with a total contract amount of 1,097,300 and 81 cents.

This board action is for final acceptance.

Be happy to answer any questions you might have at this time.

Any questions on the final acceptance?

Do I have a motion to approve the final acceptance?

So moved by Dan Haig.

Do I have a second?

Seconded by Edis Redman.

All in favor, please signify by saying aye.

Aye.

Any opposed?

Motion carries.

Jason Watt, next one.

Thank you.

The engineering division staff recommends Board of Public Works approved and authorized the director to execute final acceptance for ST-23-078.

Residential street reconstruction sector two with Calumet Civil Contractors Inc.

The final contract amount is $6,439,478 and 65 cents.

This board action is for final acceptance of this project.

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

Thank you, Jason.

Any questions?

Do I have a motion to approve the final acceptance?

So moved by Dan Haig.

Do I have a second?

Seconded by Susie Cordy.

All in favor, please signify by saying I.

Aye.

Any opposed?

That motion carries.

Thank you, Jason.

Uh last item on the agenda are, or next item on the agenda, rather, uh walk-ons, and that's going to be presented by Sam Barris.

Hello, thank you.

Sam Barrett's Chief Financial Officer for DPW.

Um DPW staff recommends that the Board of Works approve and authorize the director to award each of Clear Path Facilities Services, LLC, Sherco Snow, LLC, Raskin Associates Inc., Jay Yarling, and Ram Lawn Care, a two-year term agreement for the provision of snow plowing services on the basis that they are the lowest responsive and responsible bidders on RFB 14 DPW 1745.

So Director Wilson already walked through our snow policy and how our snow fight looks like holistically, he explained kind of where contractors fit in to a DPW snow fight.

So I'm not going to verbalize all of that again, but suffice to say contractors would be used to plow residential areas in cases where contitions warrant it.

That would be informed by this this four-inch standard and some of the other conditions that the director talked about.

We published a bid for these services and did receive responses.

The companies I mentioned.

They would each be assigned one or more townships.

You can see which townships they would be assigned and their board memos.

In addition to just looking at the pricing they submitted, which was submitted on a per mile basis.

So we asked them to tell us what they would charge to plow a certain length of street in each township.

We also asked for equipment uh lists and inventories to be submitted because obviously there's no point in awarding a contractor work for more areas than they have the capacity to do.

Um so we made informed decisions about um which areas to assign to each contractor, wanting to ensure that we have sufficient capacity to cover the whole county.

This is over 2,000 center line miles of roadways, so this is a pretty significant undertaking.

Um so we're we're happy to be able to move forward with this ahead of the the meet of snow season here and to have this um set up as we move forward with our new policy, um, which does bring a higher likelihood of these contractor call-outs, obviously, um compared to previous winters.

Um there are retainer fees involved in paying this.

Um those would be applied as a credit in the event that contractors were used.

Um, but um that was necessary in order to.

I mean, obviously, we're asking these these companies to reserve equipment and personnel and stuff to be able to plow our roads versus other things that they could be plowing instead.

So we thought that was fair.

Um happy to answer any questions.

Thanks.

Thank you, Sam.

Do we have any questions?

Are they in attendance today?

I don't think that we I don't think that we have them in attendance here today.

If you're if you have questions, yeah, I just wanted to bear it.

Sure.

And and to be fair to them, we did not we did not ask them to be.

Okay.

So we have five different companies that are providing um services, and I've just heard anecdotally that sometimes contractors don't um provide the same level of care that our city staff do for parked cars on the side of the road.

And I was just wondering if there was going to be any tracking mechanism for evaluating the quality of service from each of these five vendors.

Yeah, so great question.

There the tracking mechanism would be looking at data that we'd already have access to.

So for example, if um, you know, because they're assigned by township, it will be fairly easy to tell which contractor was deployed to a certain area.

And so if contractors have issues with performing their assigned duties, either missing streets, causing excess damage, um, you know, doing things that were not um specified by our uh you know, snow operations team, then you know, certainly we would have to look at that when deciding to do a business with them again in the future.

Um some of these companies are uh vendors that have already worked with the city either for snow services or for other services like mowing.

Um others are companies that have plowed um residential roadways in Indianapolis previously.

Um these are known entities, but certainly what we'll be looking at how they perform and any feedback we get, including things like complaints to the mayor's action center, tort claims, anything like that, and making decisions about whether they're the correct partners going forward.

Do we know if um these contractors are totally reliant on their staff and their team or will they subcontract out to the other?

Sorry.

Some of them do uh make use of subcontractors.

Um, you know, again, this is a pretty uniquely large-scale effort when it comes to plowing 2,000 miles of roadways compared to you know having some clients where they're plowing their parking lots or or whatever.

So you know, and unfortunately, there's no real way to get around the fact that they're going to have some subcontractors, temporary workers, things like that.

Um please stress to these contractors there are kids out waiting for their school buses, and it's very dangerous and be on the lookout because accidents could happen.

Absolutely.

Any other questions?

So do I have a motion to approve the bid award for our snow plowing services?

So moved by Eegis Redman.

Do I have a second?

Second.

Seconded by Dan Haig.

All in favor, signified by saying aye.

Aye.

Any opposed?

Seeing none that motion carries.

No other business.

Uh is on the agenda.

I'll ask for a motion to adjourn.

So moved.

So moved by Susie Cordy.

Do I have a second?

Second.

Seconded by Sabeka Jawanza.

Thank you all.

This meeting is adjourned.