Indianapolis Board of Public Works approves multiple bid awards, change orders and contract amendments

The Indianapolis Board of Public Works on April 23 approved multiple contracts, bid awards, change orders and professional-services amendments covering street and bridge rehabilitation, stormwater and dam services, park mowing, and fuel and asphalt supplies.

The board unanimously approved award of a two-year term agreement for all-season cold patching material to Central Paving Inc. under RFB14DPW1671; a small-structure culvert replacement at 29 East Brunswick Avenue to E&B Paving, Inc. for $164,081; a thoroughfare structural rehabilitation (ST-22-0992) to Milestone Contractors LP not to exceed $2,537,000 for Acton Road pavement work; two bridge rehabilitation projects (BM-11102 and BM-11103) to Pontem Contractors Inc. for a not-to-exceed total of $3,825,000; and multi-zone parks mowing and litter removal contracts to Starnes Outdoor Solutions, JL Lawn Care Service, Green Thumb Landscape and National Facility Maintenance Services, with estimated annual combined costs of about $602,180.

Board members also approved change order No. 2 for the Sixteenth & Monon Development Phase 2 contract with Reith-Riley Construction Co., increasing that contract by $121,521.52 and adding 257 days to the substantial-completion schedule; change order No. 1 for Residential Street Reconstruction Sector 3 with Howard Asphalt, LLC, increasing that contract by $145,544.82 and adding 45 days; and two final change orders that decreased contract totals for Monument Circle brick repair (Olco Inc.) and Residential Street Reconstruction Sector 2 (Calumet Civil Contractors) by $135.18 and $642,742.69, respectively.

On professional services, the board approved amendments that add capacity and extend terms for on-call stormwater and dam-related services: $100,000 to Resolution Group Inc. (ENG-21-008), $120,000 to Christopher B. Burke Engineering LLC (ENG-24-001), and $170,000 to MS Consultants Inc. (ENG-22-006), and modified a Shrewsberry & Associates LLC agreement for Pedestrian Focus Area 14B (CW-26004) by $123,460 to add curb bump-outs, raised crosswalks and related environmental work. The board also ratified Amendment No. 2 to city-county Contract 19967 with Reith-Riley for regular-season hot-mix asphalt supply (estimated annual spend about $300,000) and extended a FleetCor Technologies commercial-fuel contract (Contract 15465) through June 8, 2026 (annual expenditures about $5,500,000).

DPW staff said the low bidders were determined to be the lowest responsive and responsible bidders after review by purchasing and the Office of Minority and Women Business Development; in some cases the office granted waivers for subcontracting participation due to the nature of services. Staff noted a shortage of bridge contractors contributed to higher-than-estimate pricing on the Keystone Avenue bridge rehabilitation package (Pontem), which came in about 39% above the engineer's estimate and reflected only two bidders.

Votes at a glance

- RFB14DPW1671 — All-season cold patching material — Award to Central Paving Inc. — Motion moved by Susie Corti; seconded by Dan Haight; outcome: approved. - CL-39070 — Small structure replacement, 29 East Brunswick Avenue — Award to E&B Paving, Inc. — Motion moved by Bob Perrin; seconded by Leslie Scholte; outcome: approved; contract amount $164,081. - ST-22-0992 — Thoroughfare structural rehabilitation Area 1 (Acton Road) — Award to Milestone Contractors LP — Motion moved by Idris Redmond; seconded by Bob Perrin; outcome: approved; not to exceed $2,537,000. - BM-11102 & BM-11103 — Keystone Avenue bridge rehabilitation over Holland Ditch and Bailey Creek — Award to Pontem Contractors Inc. — Motion moved by Edris Redmond; seconded by Susie Kordi; outcome: approved; not to exceed $3,825,000. - Change Order No. 2 — Sixteenth & Monon Development Phase 2 (Reith-Riley Construction) — Increase $121,521.52; add 257 days — Motion moved by Dan Haight; seconded by Edris Redmond; outcome: approved. - Change Order No. 1 — Residential Street Reconstruction Sector 3 (Howard Asphalt, LLC) — Increase $145,544.82; add 45 days — Motion moved by Edris Redmond; seconded by Bob Perrin; outcome: approved. - Final Change Order No. 1 (BK-25-039) — Monument Circle on Market Street brick repair (Olco Inc.) — Decrease $135.18; final acceptance — Motion moved by Susie Kordi; seconded by Leslie Scholte; outcome: approved. - Final Change Order No. 2 — ST-23-078 Residential Street Reconstruction Sector 2 (Calumet Civil Contractors) — Decrease $642,742.69; final acceptance — Motion moved by Bob Perrin; seconded by Idris Redmond; outcome: approved. - ENG-21-008 Amendment No. 3 — On-call stormwater design & inspection (Resolution Group Inc.) — Add $100,000; new NTE $900,000 — Motion seconded by Susie Corti; outcome: approved. - ENG-24-001 Amendment No. 1 — On-call dam and levy services (Christopher B. Burke Engineering LLC) — Add $120,000; new NTE $620,000 — Motion moved by Bob Perrin; seconded by Dan Haight; outcome: approved. - ENG-22-006 Amendment No. 1 — On-call stormwater design (MS Consultants Inc.) — Add $170,000; extend expiration to 12/31/2027; new NTE $670,000 — Motion moved by Idris Redmond; seconded by Susie Corti; outcome: approved. - City-County Contract 19967 Amendment No. 2 — Hot-mix asphalt supply (Reith-Riley) — Extend one year; estimated yearly spend $300,000 — Motion moved by Susie Corti; seconded by Dan Haight; outcome: approved. - Contract 15465 Amendment No. 5 — Commercial fuel services (FleetCor Technologies) — Extend to 06/08/2026; estimated yearly spend $5,500,000 — Motion moved by Susie Corti; seconded by Dan Haight; outcome: approved. - CW-26004 Amendment No. 1 — Pedestrian Focus Area 14B (Shrewsbury & Associates LLC) — Add $123,460; extend to 06/30/2025; added curb bump-outs and raised crosswalks; Motion moved by Leslie Scholte; seconded by Dan Haight; outcome: approved. - RFB14DPW1656 — Parks mowing and litter removal — Awards to multiple vendors by zone (Starnes Outdoor Solutions; JL Lawn Care Service; Green Thumb Landscape; National Facility Maintenance) — Motion moved by Bob Perrin; seconded by Dan Haight; outcome: approved; estimated annual total $602,180. - Resolution 3-20-25 — Petition by Waste Management of Indiana LLC for encroachment into and modification of the regulated drain right-of-way — Motion moved by Ejus Reben; seconded by Bob Perrin; outcome: approved.

Why this matters

The approvals fund maintenance and capital work across Indianapolis streets, bridges and drainage systems and extend seasonal supply and fuel contracts that affect day-to-day operations for DPW maintenance crews. Several items include added days or cost adjustments to account for construction sequencing with adjacent private development or contract-quantity adjustments. The board noted local constraints in bidder supply for bridge work, which influenced higher-than-estimate pricing on the Keystone Avenue package.

Details and context

- Project schedules: the culvert replacement at 29 East Brunswick has substantial completion scheduled for July 25, 2025, and final completion for Sept. 8, 2025. The Acton Road rehabilitation substantial completion is scheduled for Nov. 12, 2025, and final completion Dec. 27, 2025. The Keystone Avenue bridge work substantial completion is scheduled for Nov. 15, 2025, with final completion Dec. 31, 2025.

- Procurement review: the Office of Minority and Women Business Development reviewed bidder submittals and in some cases found good-faith efforts or granted waivers where subcontracting opportunities were limited.

- Funding/estimates: the engineer's estimate for the Acton Road project was $3.68 million; the Milestone bid of $2.537 million was roughly 29% below that estimate. The Pontem bid for the bridge package was about 39.4% higher than its engineer's estimate, which staff attributed to only two bids for bridge contractors.

The meeting concluded with unanimous approval of the listed items and adjournment.