Good afternoon.

I'd like to call to uh the March 25th Board of Public Works meeting to order.

I'm Adrice Redman, acting chairman of the board.

Board members, would you please introduce yourself starting from the left?

Sabako Juwanza.

Bob Perrin.

Dan Heek.

Leslie Schalte.

Thank you very much.

I would also like to introduce uh board counsel, uh Benjamin Moracle and Acting Board Coordinator, Colin Campbell Maher and the DPW staffed.

Uh the first item on the agenda is to adopt the March 25th, 2026 agenda.

So moved.

Uh moved by Bob Perrin.

Do I have a second?

Second.

Second by Sabako Jawanza.

All in favor signify by saying aye.

Any opposed?

The motion carries.

And next on the agenda is item number two, bid awards, Nathan Sheets.

Good afternoon, Nathan Sheets, Deputy Director of our Engineering Division for DPW.

Starting with uh justification for bid award for SD 22103, this is our 2022 Thoroughfare Drainage Improvements Area 4 with Calumet Civil Contractors Inc.

The engineering division staff recommends the Board of Public Works approve and authorize the director to award SD 22103 Thoroughfare Drainage Improvements Area 4 to Calumet Civil Contractors Inc.

in the total not to exceed amount of $5 million on the basis that they are the lowest responsive and responsible bidder.

A bid alternate was included for pavement repairs in the Ridge Hill Trail neighborhood near West County Line Road and Morgantown Road.

The bid alternate was not awarded due to the INEP partner withdrawing their project.

Project SD 22103, 2022 thoroughfare drainage improvement project area four consists of drainage improvements and structural rehabilitation of Bluff Road from Wicker Road to just south of Thompson Road.

Substantial completion is scheduled for May 17, 2027, with final completion scheduled for July twelfth, twenty twenty-seven.

And if you have uh questions about that particular item, I'd be happy to try to answer them.

Thank you.

Nathan, uh are there any questions?

And Nathan, um just so we know what we're evaluating here.

So as I understand from reading through some of this, that the after the engineer made his estimate that there was some significant uh changes and reducing conflicts with utilities and all that and that but he then he did not re-estimate based on that.

Correct.

Um I know I know you know when I talked about the um bid being sixty-three percent uh roughly less than the engineer's estimate.

It's 36 percent, by the way.

Okay.

Uh so that's uh you know that tends to be a concern sometimes.

Um we had our designer uh look at the uh bids and um if you look at uh I think in your packet, the the second or third page um shows what the other bidders were at, and um you know there was a decent spread there, but um based upon their unit prices that they provided, the uh low bidder, um in this case Calumet, a lot of their bids that are the lump sum bids, which are like MOB and DMOB, maintenance of traffic, those tended to be um quite lower than what what we anticipated, which I think goes to show that uh contractors are hungry out there and and so we're satisfied with um uh that that bid that was placed.

But you are correct, I guess long story short.

Um we had some conflicts with Citizens Energy Group.

Um, and any time that there's a conflict uh that's part of a project, there's risk associated with that conflict.

And so a lot of times contractors will build that risk in monetarily to their bids.

And in this case, um after uh bids were received, we continue to work with citizens to minimize that that impact.

And so um we suspect that that also plays a role in that very competitive bid um bid amount.

Okay, and then one of the one of the things, yeah, looking at that, yeah, a lot of it's mobilization and whatever else, kind of labor.

But uh the the one thing that stuck out as far as materials was the uh HMA type C that uh it was significantly less than what the engineer estimated, but it was quite frankly kind of close closer to what some of the other bidders bid.

So in your mind, is that a reasonable yeah?

I mean, uh obviously with HMA asphalt being a petroleum-based product, uh, you know, it's it's kind of a toss-up as far as what what um what we're gonna get from a pricing perspective.

Yeah, and we've got plenty of experience with uh Calumet, all positives as I can remember.

So uh yeah.

Very good.

Should be a good project.

Thanks, Bob.

Any other questions?

Hearing none, do I have a motion to approve uh the bid abort?

So moved.

So moved by Bob Heron.

Do I have a second?

Second.

Second by Sabako Jawanza.

All in favor signify by saying aye.

Any opposed?

The motion carries.

Next item on the agenda is item number three, which is change orders and uh Nathan Sheets here back up.

Yeah, this is uh change order number four to GT 06001 nickel plate trail.

This is with Calumet Civil Contractors Inc.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute change order number four to GT 06001 nickel plate trail with Calumet Civil Contractors Inc.

with no change to total agreement amount for a total not to exceed agreement amount of 11,882,938.63 cents, an additional 253 days added to the substantial and final completion dates.

Change order number four will provide compensation and quantity adjustments for change order details, which are summarized in uh change order 4.1, and again, this is basically adding additional uh days for substantial and completion dates.

Uh questions or concerns?

Thank you.

Are there any questions?

Yeah, what's driving the effectively adding another construction season to this project?

Yeah, so um good question.

Uh what we've been dealing with here recently is we have a notice of termination that uh that's issued um from Marion County Stormwater, um, and this is an IDEM permit requirement.

And towards the end of a contract, uh we need to make sure that all disturbed areas have uh basically growth uh grass or turf that's been established.

And from a timing perspective, we've run into a couple instances, and and this will be uh kind of a common theme for the next couple items where uh the project was supposed to finish towards the end of the year, and obviously when that happens, uh we don't have the ability to get that that growth down, and so we do have to extend um that project duration in order to make sure that we're compliant with that individual permit.

Thank you, Leslie.

Any other questions?

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

So move.

So moved by Sebaco Jawanza.

Do I have a second?

Second by Leslie Schulte.

Um all in favor, signify by saying aye.

Aye.

Any opposed?

Motion carries.

Uh this is change order number three.

This is for ST 45067.

This is South County Line Road added travel lane uh project, and this is with Renaissance Inc.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute change order number three to ST 45067, South County Line Road added travel lanes with Renaissance Inc.

with no change to total agreement amount of 898,093 and 27 cents and 330 days added to substantial and final completion dates.

Change order number three will provide days added, which are summarized in change order uh detail 3.1 again very similar to uh what you guys just approved um ensuring that uh we've met our notice of termination from the Indiana Department of Environmental Management uh contingent upon Marion County Soil and Water Conservation District.

Um contract uh change order number three accounts for 330 additional days to substantial and final completion dates.

Questions concerns thank you, Nathan.

Any questions?

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

So moved.

Moved by Daniel Haig.

Uh do I have a second?

Second.

Second by Bob Perrin.

All in favor, signify by saying aye.

Any opposed?

The motion carries.

Nathan, you're back up for another change order.

Yep this is uh change order number two for st 2552, Ralston Campus Infrastructure Improvements with Edward and Jones Concrete Inc.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute change order number two to ST 2552, Ralston Campus Infrastructure Improvements with Edwardson Jones Concrete Inc.

with no change to the total agreement amount of $1,482,038 and 42 cents and 330 days added to substantial and final completion dates.

Change order number two will provide additional days uh for the details summarized below, which again is extension of the notice of termination.

Contract change order number two accounts for 330 days added to substantial and final completion dates.

It is important to note that in order to avoid this, we're actually looking at uh as we bid our projects what our true substantial final completion dates are.

If we are in a situation where we are going to uh butt up against that fall timeline, um we're gonna extend those dates that way we don't have to continually come back to the board and ask for an extension.

So contractually, we're gonna adjust those dates to uh take into consideration the uh need to get that uh that that grass uh growth.

But then of course go ahead.

Yeah, but then of course, how do you let the contractor know that they have been told so long to get the road open?

But that is um there's probably some intermediate completion dates that we can kind of throw in in there just uh to make sure that that's in fact covered, but that is a good good point.

Um it is a balancing act.

You know, clearly we we want to give contractors enough time to construct uh the project, and uh you know, any time you you try to tighten that time frame up, you're gonna pay a premium for that, and um so it is uh somewhat of a balancing act.

Thanks, Leslie.

Yeah, any other questions?

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

Moved by Leslie Shelty.

Do I have a second?

Second.

Second by Sabako Juwanza.

Um all in favor, signify by saying aye.

Aye.

Any opposed?

Motion carries.

Nathan, you're up for item number four, change orders final.

Yep, thank you.

Uh this is change order number three final for ST 25095.

Concrete pavement reconstruction on Heathrow Way from Decatur Boulevard to Kentucky Avenue.

This is with milestone contractors LP.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute change order number three final to ST 21095, concrete pavement reconstruction of Heathrow Way from Decatur Boulevard to Kentucky Avenue with milestone contractors LP in the decreased amount of 239,22022 for a new total not to exceed contract amount of 2,234,104 and 70 cents and 144 additional days added to substantial and final completion dates.

Change order number three final provides for contract adjustments for COD 3.1 and work directives 11 through 13.

Uh change order 3.1 was uh final quantity true up and uh work directives 11 through 13.

Um there was some additional uh pipe and pavement removal that was uh necessary uh as we got out there.

We identified a structure that needed um uh a bit of rehab.

Um there's some additional pipe placement and pavement repair on Heathrowway and uh we uh again when we were out there we noticed that there was some pavement markings that uh needed to be refreshed and uh decided it to include that as part of this project as well.

Um questions or concerns about change order number three.

Thank you.

Any questions?

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

So moved.

Moved by Bob Perrin.

Do I have a second?

Second by Daniel Hake.

Um all in favor, signify by saying aye.

Aye.

Any opposed motion carries.

Nathan, you're up.

Uh this is change order number three, uh, another final for BM 24113.

This is West Washington Street over Little Eagle Creek with Pontum Contractors Inc.

The engineering division staff recommends the Board of Public Works approve and authorize director to ratify and execute change order number three final to BM 24113 West Washington Street over Little Eagle Creek with Pontum Contractors Inc.

and an increased amount of 134,233 and 52 cents for a new total not to exceed contract amount of six million three hundred fifteen thousand four hundred and seventeen dollars and seventeen cents and ninety additional days added to substantial and final completions.

Change order number three final will provide compensation and quantity adjustments.

Uh those again were basically final quantity true-ups and uh uh work directive four added uh additional substructure items and time to relocate uh major utility lines, which uh I believe were AES lines that were in conflict with the project.

Uh contract change order number three final accounts for 90 days added to substantial and final completion dates.

And if you have questions about uh change order number three final, I'd be happy to try to answer them.

Thank you.

Any questions?

Yeah, I have one question.

This particular bridge project, the current contract amount is three times the original bid amount.

What what happened there?

Yeah, uh great question.

Um there was there was quite a bit of uh coverage on the news about this particular uh project.

Um as with many of our bridges, particularly the historic bridges that we have out there.

Uh we got out there and the condition uh was a lot worse than what we anticipated.

In fact, during the uh the rehab of the bridge, um, as the contractor was doing some demo work, uh one of the spandrel walls uh fell, and we basically went from a rehab uh project that we anticipated having to do to a total uh replacement.

And so um yeah, it uh it it took quite some time in order to um change gears.

You know, clearly when we went from uh a rehab to uh a full replacement, um quite a surprise for everyone.

Also surprise for the uh residents and people that utilize that road every day.

We the closure um was uh unfortunately pretty impactful, but good news is it's it's open, it's a brand new bridge, and hopefully we won't have to touch that with any uh within any of our lifetimes.

Thank you, Nathan.

Any other questions?

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

So I move move by Sebaker Juwanza.

Do I have a second?

Second by Leslie Schulty.

All in favor say signify by saying aye.

Aye.

Any opposed?

Motion carry.

Move on to section number five, and Nathan, uh, looks like you're back up.

Yep.

This is uh thank you.

This is amendment number three to ENG 20024.

This is an on-call inspection services contract that we have with Christopher B.

Burke Engineering LLC.

The engineering division staff recommends the Board of Public Works approve and authorize the director to ratify and execute amendment number three to ENG 2002, on call inspection services, a professional services agreement with Christopher B.

Burke Engineering LLC with no change to total agreement amount of $500,000.

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

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

Expiration date will be extended to December 31st, 2027.

Uh we currently have Burke working on uh a project uh known as uh Farley Top.

Uh it's a drainage project, and then there's another project that we intend, assuming that this does in fact um get amended.

Um they would be working on a uh project that we have over on 91st in Ream Creek.

And so in order to uh allow them to finish these two particular projects, we're suggesting that the uh expiration date of the contract be extended to December 31st, 2027.

Thank you.

Uh are there any questions?

Hearing none.

Do I have a motion to approve the amendment?

So moved.

Moved by Daniel Haig.

Do I have a second?

Second.

Second by Sebaco Juwanza.

All in favor, signify by saying aye.

Aye.

Any opposed?

Motion carries.

And Nathan, you can take a break and mark your up.

Thank you, Mark St.

John, Chief Engineer for the Department.

Uh up first I have amendment number two to SD 48009 Southport and Five Points Road roundabout with Crossroad Engineers PC.

The engineering division staff recommends the Board of Public Works approve and authorize the director to ratify and execute amendment number two to ST-48-009.

Southport and five points road roundabout with Crossroad Engineers PC.

This amendment provides an additional subconsultant with no change to the total agreement amount of 391,789 dollars.

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

Amendment number two provides time and an additional subconsultant to request additionally requested design work.

Actually, more specifically, it's one of their right-of-way buyers.

It's a different right-of-way buyer that they're using.

Um this will include a project time ex this will will include a project time extension through December 31st, 2027.

Happy to answer any questions.

Thanks, Mark.

Uh are there any questions?

Hearing none.

Do I have a motion to approve the amendment?

So move.

Moved by Leslie Shelty.

Do I have a second?

Second by Sebaker Juanza.

All in favor, signify by saying aye.

Aye.

Any opposed?

Motion carries.

Mark.

The next item is amendment number one to ST-17-052, 29th and 30th Streets two-way conversion with Hanum Waggle and Klein Engineering.

Um, also known as doing business as HWC engineering.

The engineering division staff recommends the Board of Public Works approve the approve and authorize the director to ratify and execute amendment number one to ST-17-052, 29th and 30th Streets two-way conversion with HWC engineering with no change total agreement amount of $1,180,585.28 cents.

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

Amendment number one provides updated rates and additional time to complete the project.

Happy to answer any questions on this one, too.

Thanks, Mark.

Are there any questions?

Hearing none.

Do I have a motion to approve the amendment?

So moved.

So moved by Bob Perrin.

Do I have a second?

Second.

Second by Daniel Haig.

All in favor, signify by saying aye.

Aye.

Any opposed?

Motion carries.

And looks like Brian Europe.

Thank you.

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

I have for the board's consideration today amendment number five to contract number two zero one eight one for temporary labor personnel services with keys to work.

DPW staff recommends the Board of Public Works approve and authorize the director to execute amendment number five to contract number two zero one eight one, a services agreement with keys to work for temporary labor personnel services.

This amendment will extend the agreement term for an additional year with an updated expiration date of March 16th, 2027.

DPW holds a contract with keys to work for the provision of temporary labor personnel as needed by the department.

This amendment renews uh DPW's agreement with keys to work for temporary labor personnel services for another year.

So no new dollars here, just uh extending the expiration date.

Thank you, Brian.

Are there any questions?

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

So moved by Daniel Haig, do I have a second?

Second.

Second by Sebac Juanza.

All in favor signify by saying aye.

Aye.

Aye.

Any opposed?

Motion carries.

And Nathan Europe.

Final acceptance.

Great.

Thank you.

This is uh final acceptance for BR 46088.

This is Derbyshire Road over Derbyshire Creek with HIS Constructors Inc.

The engineering division staff recommends the Board of Public Works approve and authorize the director to execute final acceptance of BR 46088 Derbyshire Road over Derbyshire Creek with HIS Constructors Inc.

The final contract amount is 1,388,326 and 69 cents.

This particular board action is is for final acceptance of the project.

Questions or concerns?

Thank you, Nathan.

Are there any questions?

Hearing none.

Move by Spectre Wanza.

Do I have a second?

Second by Bob Harn.

All in favor, signify by saying aye.

Aye.

Any opposed?

Motion carries.

Next up is other business.

And doesn't look like we have any other business.

So I will ask for a motion to adjourn.

So move by Daniel Eighth.

Do I have a second?

Second.

Second by Spector Wanza.

Thank you all.

This meeting is now adjourned.