Evansville Board approves METS vehicle purchase, engineering contract and several right-of-way permits; advertises mill-and-overlay bids

The Evansville Board of Public Works on March 20, 2025 approved a package of procurement and permitting actions that included buying two hybrid SUVs for the city transit system, renewing a $25,000 on-call engineering contract, approving multiple right-of-way permits and advertising bids for the 2025 mill-and-overlay Phase 2 project.

The approvals came during a regularly scheduled 1:30 p.m. BPW meeting held by the City of Evansville. Board members voted on each item after brief staff presentations; public comment was not recorded on these agenda items.

The most costly single purchase approved was for two hybrid sport-utility vehicles for the Metropolitan Evansville Transit System (METS). "We were requesting approval to purchase these two hybrid SUVs from Kenny Kent," said Mr. Sibikin, a city staff member. The board approved buying the vehicles at $56,624.25 each under RFQ 010-12-2025 after staff said there were no competitive bids and the city returned to the vendor. The purchase price includes vehicle upfitting for CB radios and flashing lights; staff said Advanced Radio Communication will perform the upfitting as a third party so the vehicles will arrive ready for service.

The board also approved a $25,000 contract with Christopher B. Burke Engineering LLC for on-call professional engineering services. "We would like to request approval of the contract amount for $25,000, which is an on-call engineering services contract," said Miss Barnhill, a city staff member. Staff said the firm has provided on-call services to the city previously and the contract renewal had been reviewed by legal counsel.

On right-of-way permits, the board approved Appendix A permit applications numbered 21-09, 21-10, 21-11, 21-12 and 21-14, with no exceptions and with a requirement that maintenance-of-traffic procedures conform to the Indiana Manual on Uniform Traffic Control Devices (Indiana MUTCD) as required for each site. For permit items 21-12 and 21-14, staff said the University of Evansville has engaged contractor Hummel to install a wayfinding street-name sign and that approval was being granted contingent on the university applying an official seal consistent with regulations. "U of E is in the process of adding what was formerly the logo as their alternate seal," said a University of Evansville representative; staff said that will bring the application into compliance.

The board denied right-of-way permit application 20-108 after noting an exception to the submitted application; the transcript does not specify additional details about the nature of the exception.

Staff also presented an advertisement to bidders for the 2025 mill-and-overlay Phase 2 project (project code referenced as 20-five-2). The board authorized running the advertisement on March 28 and April 4, 2025 and set bid opening for the BPW meeting on April 17, 2025.

A single permit listed on Appendix A (permit 2086) generated brief discussion when a board member said they did not have information on the item. Staff identified the entry as a Crown Castle item and noted the sheet indicated it was to be held for Eastside Drainage Capital Projects; the board did not take action on that entry at the meeting.

The board also approved routine business: the March 13, 2025 BPW meeting minutes and the bills and payrolls presented at the meeting. The session adjourned after the approvals.

Votes at a glance - Approval of March 13, 2025 minutes — motion moved and seconded; outcome: approved. - METS purchase: two hybrid SUVs from Kenny Kent at $56,624.25 each (RFQ 010-12-2025); outcome: approved. - Professional services contract: Christopher B. Burke Engineering LLC, $25,000 (on-call); outcome: approved. - Right-of-way Appendix A permits: 21-09, 21-10, 21-11, 21-12, 21-14 (with Indiana MUTCD compliance); outcome: approved (21-12 and 21-14 approved contingent on University of Evansville applying an official seal). - Right-of-way permit 20-108 — outcome: denied. - Advertisement to bidders: 2025 mill-and-overlay Phase 2 (ads 03/28/2025 and 04/04/2025; bids opened 04/17/2025 at BPW meeting); outcome: approved to advertise. - Bills and payrolls — outcome: approved.

What was discussed (brief) Staff noted no competitive bids had been received for the METS vehicle RFQ, so the city pursued the quoted vendor. For vehicle upfitting, staff said Advanced Radio Communication will send vehicles to a third party for installation of radios and lights so they arrive ready for service. The Christopher B. Burke contract is a renewal of an on-call engagement previously used by the city. On signage, staff described the University of Evansville's administrative step to use an alternate official seal so the street-name sign application meets seal requirements.

What was not specified or remains unclear - The transcript and staff remarks did not specify funding sources for the vehicle purchase or the engineering contract. - No vote tallies by individual board member name or numeric counts were recorded in the transcript; votes were recorded as "Aye." - The transcript did not provide details about the exception that led to denial of permit 20-108 beyond noting an exception to the submitted application.

Next steps and timing - Vehicles: procurement and upfitting schedule not specified; staff said vehicles will arrive "ready to go" after upfitting. - Mill-and-overlay bids: advertisement on 03/28/2025 and 04/04/2025; bid opening set for the BPW meeting on 04/17/2025.