02242026 BPW Meeting Minutes - Final

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AGENDA REVIEW SESSION FEBRUARY 19, 2026 22 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on February 19, 2026, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar, and Board Members Murray Miller, Breana Micou, Abigail Magas and Board Attorney Michael Schmidt present. The Board of Public Works Clerk, Hillary R. Horvath, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. CHANGE ORDERS Engineer Dan Jones explained a 27% change order for item 6.A. 2025 Contractor Paving Round 1 noting the overall scope remained the same, as the plan was still to pave the same 28 streets. The increase was due to unforeseen conditions on St. Joseph Street, which was originally rated suitable for asphalt resurfacing based on 2023 PCI data. After updated 2025 ratings showed significant deterioration—following the project award—it was determined that resurfacing would be ineffective. Instead, a full reconstruction was required, including removing the concrete and installing eight inches of asphalt. This reconstruction accounted for approximately a 16.8% increase in project costs. Vice President Molnar asked whether the City typically converts concrete roads to asphalt. Engineer Leslie Biek responded that the City aims to maintain and preserve its concrete streets rather than replace them with asphalt. AGREEMENTS/CONTRACTS/PROPOSALS/ADDENDA Vice President Molnar stated item 10.A. Access and Indemnification Agreement with Notre Dame was tabled at the last meeting and asked if this was an updated agreement. Clerk Horvath responded that the item had been tabled because the agreement was not received in time for Board review at the last meeting and confirmed that the completed agreement has now been received and in their file for review. AWARD QUOTATIONS AND APPROVE CONTRACTS Ms. Magas asked about item 5.A. Leighton Building Second Floor Selective Demo and if there was a concern in the price difference in the quotes received, and if this was going to stay within the budget of $132.000 and any thoughts on the price difference. Engineer Lidya Abreha stated two bids were received that were very high, around $400,000, but the team feels confident in proceeding with The Robert Henry Corporation and their bid. Project Manager Patrick Sherman added that the companies that submitted lower bids were familiar with the site and the project, while some larger companies likely submitted higher bids due to scheduling considerations or uncertainty, according to discussions with one demo estimator. CHANGE ORDERS President Elizabeth Maradick asked about item 6.C. The Pointe at Riverwalk Building Materials, and that stated there was no memo to explain the 31.3% increase. Engineer Gemma Stanton explained that the increase is due to a (TIF) agreement with a developer for a main water extension. The developer provided a materials list, and invoices were submitted for extra supplies needed by the contractor. No additional work was performed beyond the original scope—the increase reflects only necessary materials. The total is expected to cover all remaining needs, and while the developer exceeded the contract amount without prior approval, the cost is minimal in the context of the overall development agreement. OPENING OF APPLICATIONS President Maradik asked if this was another round of applicants for item 4.A. Clerk Horvath confirmed that this is a rolling submission and two new companies are applying and will be read in at the February 24, 2026, meeting and approved at the first meeting in March after being reviewed and all corrections documents have been submitted.