Board of Public Works Meeting Summary - December 10, 2025

The Board of Public Works convened on December 10, 2025, at 18:00:00+00:00, with Chairman Todd Wilson presiding. The meeting proceeded with a full quorum and adopted the agenda by unanimous consent. The Board unanimously approved the minutes for the November 12th and November 18th meetings. The session featured the approval of street acceptances, encroachment resolutions, multiple bid awards for infrastructure projects (including significant savings against engineer estimates), change orders for contract adjustments, and professional service agreements.

Consent Calendar

• Adoption of the December 10, 2025, agenda (Motion by Bob Perrin; Second by Dan Hake).
• Approval of the November 12th and November 18th meeting minutes (Motion by Susie Cortey; Second by Bob Perrin).
• Acceptance of streets for the Loud and Place Subdivision, Section 2 (0.58 miles) as compliant with as-built and inspection certificates (Motion by Dan Hake; Second by Bob Perrin).

Public Comments & Testimony

• No formal public testimony or public comment section was recorded in the provided transcript.

Discussion Items

• Resolution 21, 2025 (Encroachment): Natalie Stevens (Stormwater Program Manager) presented a petition by Lynn Baker representing QC Communications/Spectrum to encroach on the right-of-way of the Parsley Regulated Drain. Staff recommended approval for underground directional boring of a two-inch duct coaxial cable and a new pedestal (60-72 inches deep) over 364 feet, noting no impact on drain operation.
• Resolution 22, 2025 (Right of Way Purchase): Brian Cavanaugh (General Counsel) presented the approval for DPW to accept a donation of 0.057 acres from the Town of Speedway for the Eagle Creek Greenway Phase 2C (Project GT 23004) and future Indigo Blue Line BRT. The Town of Speedway had previously adopted a substantially identical resolution on November 10, 2025.
• Bid Award CH 3502 (Bank Stabilization): Nathan Sheets (Deputy Director) presented the award to Yarbury Companies Inc. ($419,427) for the Grassy Creek at Brookville Road Bank Stabilization. The Board was informed that Monroe LLC's lower bid ($374,310) was deemed non-responsive due to an inaccurate certified statement regarding IDOA/apprentice program qualifications.
• Bid Award TR22004 (Pedestrian Improvements): The Board considered the award to Wreath Riley Construction Company Inc. ($2,394,014) for 86th Street pedestrian improvements (HSIP funded), which includes signal timing modifications, back plates, and a temporary HAWK signal for the Monon Trail. Board member Mark St. John and others inquired about the impact of a proposed nearby Nora development; staff confirmed internal site commitments by the developer would not conflict with this project.
• Bid Award SD 3072 (Drainage): The Board considered the award to Calumet Civil Contractors Inc. ($3,629,000) for Holt Road and Minnesota Avenue drainage improvements. The bid was 13.7% below the engineer's estimate ($4.2M).
• Change Orders:
  • BM25182 (Union Station Bridge): Approved Change Order No. 1 with William Charles Construction to decrease the contract by $208,359.71 due to steel conditions being better than anticipated, offset by increased maintenance of traffic costs.
  • ST2553 (Elevator Hill): Approved Change Order No. 2 with More Fee Construction to increase the contract by $7,454.46 and extend the schedule by 191 days due to utility delays, winter maintenance, and damage to a bike-share station.
  • CL04078, ST24109, ST23080: Approved various final change orders and acceptances for culvert repairs, asphalt street rehabilitation, and residential street reconstruction, involving minor cost adjustments and quantity true-ups.
• Professional Service Agreements (PSAs):
  • Approved new PSAs for on-call transportation inspections (BLA Inc., $500k) and concrete pavement rehab inspection (Fishback, Thompson Car and Huber Inc., $899,832.73).
  • Approved amendments for ecological restoration (Ecologic), transportation inspection (Clark Deeds), project management (CPPM Solutions, +$1.8M), and economic development infrastructure (Avenue Roads Inc., +$2.02M).
  • Approved amendments for ANF Engineering (traffic and transportation design), Infrastructure Engineering of Indiana (Eagle Creek Greenway, +$45k), Stevenson Legal Group (real estate litigation), HTB Corporation (Rosedale Hills Drainage), and Unified Informatics (CIP Software, +$1.25M).
• Bid Awards 5B & 5C (Moved from earlier in agenda):
  • BR19073 (Audubon Road/Leslie Ave): Awarded to HIS Constructors Inc. ($794,177), 40.3% under the engineer's estimate. Board member Susie Cortey recused herself due to her husband being employed by the bidder.
  • BM21044 (Midhoffer Road): Awarded to HIS Constructors Inc. ($1,096,837), 14.7% under the engineer's estimate. Staff noted the temporary pedestrian bridge on the site could be relocated to address a problematic bridge near Bluff Street.

Key Outcomes

• Unanimous Approvals: 100% support was expressed by the voting board for the adoption of the agenda, minute approvals, street acceptances, encroachments, and all presented bids, change orders, and agreements.
• Recusal: Board member Susie Cortey abstained from voting on bid awards BR19073 and BM21044 due to a conflict of interest (her spouse is employed by HIS Constructors Inc.).
• Contract Totals: New contracts were authorized totaling approximately $15.4M in new professional services and bid awards (excluding the $42k adjustment to the existing contract for bridge rehabilitation). Significant cost savings were realized on bid awards BR19073 (40.3% under estimate) and BM21044 (14.7% under estimate).
• Adjournment: The meeting was adjourned without further business after thanking staff and board members for the fiscal year's work.

Note: The transcript mentions item numbers 5B and 5C as being moved to the end of the agenda due to a conflict of interest for Board Member Susie Cordy (identified as Cortey in other parts of the text), which was executed successfully.