HomeMy WebLinkAboutChange Order No 1 and 2 - Safe Roads to School- Our Lady of Hungary Proj No 122-007 - Rieth RIley
ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BREANA N. MICOU
1316 COUNTY-CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
PHONE 574/ 235-9251
FAX 574/ 235-9171
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
October 14, 2025
Mr. Owen Yeadon
United Consulting
8440 Allison Pointe Blvd., Suite 200
Indianapolis, IN 46250
Owen.yeadon@ucindy.com
RE: Change Order No. 1 and 2– Safe Roads to School- Our Lady of Hungary– Project
No. 122-007
Dear Mr. Owen Yeadon:
At its October 14, 2025 meeting, the Board of Public Works approved the above
referenced Change Orders be increased by $62,718.08 and extended 287 Days, bringing
the revised contract amount to $787,638.08.
Enclosed is a copy of the Change Order for your records.
If you have any further questions, please call this office at (574) 235-9251.
Sincerely,
/s/ Hillary Horvath
Hillary Horvath, Clerk
Enclosures
HH
ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BREANA N. MICOU
1316 COUNTY-CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
PHONE 574/ 235-9251
FAX 574/ 235-9171
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
October 14, 2025
Ms. Breanne Freese
INDOT LaPorte District
315 East Boyd Boulevard
LaPorte, IN 46350
bfreese@indot.in.gov
RE: Change Order No. 1 and 2– Safe Roads to School- Our Lady of Hungary– Project
No. 122-007
Dear Mr. Owen Yeadon:
At its October 14, 2025 meeting, the Board of Public Works approved the above
referenced Change Orders be increased by $62,718.08 and extended 287 Days, bringing
the revised contract amount to $787,638.08.
Enclosed is a copy of the Change Order for your records.
If you have any further questions, please call this office at (574) 235-9251.
Sincerely,
/s/ Hillary Horvath
Hillary Horvath, Clerk
Enclosures
HH
INTER-OFFICE MEMORANDUM
DEPARTMENT OF PUBLIC WORKS
TO: Board of Public Works
FROM: Gemma Stanton, Project Engineer
SUBJECT: Change Order #1 and #2
SRTS Our Lady of Hungary
DATE: 10/6/2025
Attached are Change Orders 1 and 2 for the SRTS Our Lady of Hungary project.
Original Contract amount: $724,920 Previously approved change orders: / Current Change Amount $62,718.08
Percent Increase Including Requested: 8.651% New Contract Amount: $787,638.08 Total Time Extension 287 Days
Change order #1 is for overruns/underruns on the project. The City is responsible for 20% of this change. Increase Amount: $28,781.56 Total ($5,756.32 Local) Total Percent Increase: 3.970% Revised Contract Amount $753,701.59
Change order #2 is for adding curb ramps to the project at the City’s request. This change is non-participating and funded 100% by the City. Increase Amount: $33,936.52 Total (All Local funds) Total Percent Increase: 4.681%
Revised Contract Amount: $787,638.08 Current Time Extension 287 Days
As this is a federal aid project, INDOT is responsible for the construction contract with Rieth Riley. INDOT will invoice the City the amount of the local share once approved.
It is requested the Board of Public Works approve Change Orders 1 and 2 for SRTS Our Lady of Hungary for a total increase of $62,718.08 (Local share of $39,692.84) which is a total increase of 8.651% to the contract price bringing the new contract price to $787,638.08.
Thank you for your consideration of this request.
October 14, 2025
Contract No:R -44114 Change Order No.: 002
INDIANA Department of Transportation Page: 1
Construction Change Order and Time Extension Summary
Contract Information Contract No.: R -44114 Letting Date:03/13/2024
District:LAPORTE DISTRICT AE:Hauersperger, Steven PE/S:Rodgers, Braun Status:Draft
Change Order Information Change Order No.: 002 EWA: Y or Force Acct: N
Date Generated: 00/00/0000 Date Approved: 00/00/0000
Reason Code: SCOPE CHANGES, Added Quantities/Items
Description: Non-Participating Sidewalk and Curb Ramps
Original Contract Amount $ 724,920.03
Current Change Order Amount $ 33,936.52 Percent: 4.681 %
Total Previous Approved Changes $ 0.00 Percent: 0.000 %
Total Change To-Date $ 33,936.52 Percent: 4.681 %
Modified Contract Amount $ 758,856.55
Time Extension Information
Date Initiated 00/00/0000 Date Completed 00/00/0000
Original Contract Time SS Completion Date 10/31/2024 or SS Calendar/Work Days 0
SP Date 00/00/0000 or SP Days
(SS = Standard Specification, SP = Special Provision)
Time Element Description:
Current Time Extension SS Days 0 SP Days 287 SP Days Value $ 0.00
Previous Time Approved SS Days by AE:______ DCE:______ SCE:______ DDCM:______
SS Days____________ SP Days Value $ _______________
Revised Contract Time SS Completion Date 00/00/0000 or SS Calendar/Work Days 0
SS Date 00/00/0000 or SP Days 0
Contract No:R -44114 Change Order No.: 002
INDIANA Department of Transportation Page: 2
Construction Change Order and Time Extension Summary
Review and Approval Information
Required Approval Authority AE:________ DCE:________ SCE:________* DDCM:_______*
($ per Change Order) (- LE $ 250K-) (- LE $ 750K - ) ( -- LE $ 2 M -- ) ( -- GT $ 2 M -- )
(Days per Contract) ( 50 SS days ) ( 100 SS days ) ( 200 SS Days ) ( GT 200 SS days)
Verbal Approval Required? Y / N If Y, by_____________ Date Issued___________
Total Change To-Date>5%? Y / N If Y , Copy to Program Budget Manager_________________
Scope/Design Recommendation
Required?
Y / N If Y, Referred to Project Manager(PM) __________________
Date to PM__________ Date Returned___________
Approval Authority Concurs with PM? Y / N If Y, Concurrence by_______________ Date___________
If N,Resolution: Approved __________ Disapproved ___________
Resolved by_________________________ Date__________
LPA Signatures Required? Y / N If Y, Date to LPA _____________ Date Returned _________
FHWA Signatures Required? Y / N If Y, Date to FHWA____________ Date Returned_________
* Field Engineer Recommendation (Required for SCE or DDCM Approval)
Field Engineer _________________________ Date _____________
Comments: ____________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Contract No:R -44114 INDIANA Date:08/19/2025
Change Order No:002 Department of Transportation Page: 3
Contract: R -44114
Project: 2100025 - State:2100025
Change Order Nbr: 002
Change Order Description: Non-Participating Sidewalk and Curb Ramps
Reason Code: SCOPE CHANGES, Added Quantities/Items
CLN PCN PLN Item Code Unit Unit Price CO Qty Comment Amount Change
0045 2100025 0045 202-02278 LFT 25.330 73.000 C Amount:$ 1,849.09
Item Description:CURB CONCRETE REMOVE
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0046 2100025 0046 202-52710 SYS 29.550 37.220 C Amount:$ 1,099.85
Item Description:SIDEWALK CONCRETE REMOVE
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0047 2100025 0047 306-08034 SYS 21.990 31.300 C Amount:$ 688.28
Item Description:MILLING ASPHALT 1 1/2 IN
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0048 2100025 0048 304-12626 TON 731.250 2.000 C Amount:$ 1,462.50
Item Description:HMA PATCHING PARTIAL DEPTH TYPE C
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0049 2100025 0049 604-06070 SYS 65.690 14.940 C Amount:$ 981.40
Item Description:SIDEWALK CONCRETE
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0050 2100025 0050 604-12083 SYS 166.990 4.440 C Amount:$ 741.43
Item Description:DETECTABLE WARNING SURFACES
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0051 2100025 0051 604-08086 SYS 206.170 22.220 C Amount:$ 4,581.09
Item Description:CURB RAMP CONCRETE
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0052 2100025 0052 605-06120 LFT 56.510 73.000 C Amount:$ 4,125.23
Item Description:CURB CONCRETE
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0053 2100025 0053 621-06570 CYS 438.600 3.100 C Amount:$ 1,359.66
Item Description:TOPSOIL
Supplemental Description1: , NONPARTICIPATING
Supplemental Description2:
0054 2100025 0054 202-52710 SYS 29.550 179.000 C Amount:$ 5,289.45
Item Description:SIDEWALK CONCRETE REMOVE
Supplemental Description1: , NONPARTICIPATING
Contract No:R -44114 INDIANA Date:08/19/2025
Change Order No:002 Department of Transportation Page: 5
****************************************************************************************************************************
APPROVED FOR LOCAL PUBLIC AGENCY
______________________________________________________________________________
(SIGNATURE)(TITLE)(DATE)
______________________________________________________________________________
(SIGNATURE)(TITLE)(DATE)
****************************************************************************************************************************
SUBMITTED FOR CONSIDERATION
PE/S _________________________
****************************************************************************************************************************
APPROVED FOR INDIANA DEPARTMENT OF TRANSPORATION
Approval Level Name of Approver Date Status
October 14. 2025
1
Braun Rodgers
From:Gemma Stanton <gstanton@southbendin.gov>
Sent:Friday, September 6, 2024 1:43 PM
To:Braun Rodgers
Subject:RE: FW: DES#2100025 SRTS Our Lady Non-Participating CO
Attachments:Des 2100025_Approved PCE_10.13.2023.pdf; Des 2100025_PCE Commitments.xls
Hi Braun,
The attached PCE document has the plans with a limited number of properties affected, but the project
description on page 2 states: “Project termini will extend east and west along Calvert St from Main St to Kemble
Ave. Project termini will also extend north and south between Calvert St and Ewing Blvd along the following road
segments: Taylor St, Kendall St, Chapin St, and Catalpa St. Total construction lengths along the project roadways
will be 0.61 mile along Calvert St and 0.26 mile each along Catalpa St, Chapin St, Kendall St, and Taylor St. Land
use in the vicinity of the project area is residential with nearby commercial properties.”
That’s a much larger area we could walk and add sections to.
Let me know what you think.
Thanks!
Gemma Stanton (she/her)
Project Engineer, Division of Engineering
Department of Public Works
(574) 235-9083
gstanton@southbendin.gov
City of South Bend
227 W. Jefferson Blvd., Ste. 1316
South Bend, IN 46601
Excellence | Accountability | InnovaƟon | Inclusion | Empowerment
**Plan appropriately to meet upcoming winter deadlines. Review
Ɵmes for private developments range from 1-2 weeks. FoundaƟon
and building permits cannot be released unƟl all Engineering
requirements are met.**
From: Krueckeberg, John <JKrueckeberg@indot.IN.gov>
Sent: Monday, August 26, 2024 5:28 PM
To: Caitlin Stevens <cstevens@macog.com>; Gemma Stanton <gstanton@southbendin.gov>
Cc: Braun Rodgers <Braun.Rodgers@ucindy.com>
Subject: RE: FW: DES#2100025 SRTS Our Lady Non-Participating CO
I believe this area was in the original project application and is covered by the NEPA document.
Gemma,
Please confirm that this is the case. If so, I don’t believe INDOT would have any reason to object.
Respecƞully,
John Krueckeberg, PMP
Senior Project Manager
2
315 East Boyd Boulevard
LaPorte, IN 46350
Office: (219) 325-7520
Cell: (260) 348-1303
Email: jkrueckeberg@indot.in.gov
Call Me on TEAMS
Chat/Message Me in TEAMS
Find us on social media!
From: Caitlin Stevens <cstevens@macog.com>
Sent: Monday, August 26, 2024 8:24 AM
To: Gemma Stanton <gstanton@southbendin.gov>
Cc: Braun Rodgers <Braun.Rodgers@ucindy.com>; Krueckeberg, John <JKrueckeberg@indot.IN.gov>
Subject: Re: FW: DES#2100025 SRTS Our Lady Non-Participating CO
**** This is an EXTERNAL email. Exercise caution. DO NOT open attachments or click links from
unknown senders or unexpected email. ****
Hi Gemma,
Apologies for the delay - MACOG would approve of the scope being added back in, assuming there is
concurrence with INDOT.
Thanks,
Caitlin Stevens
Director of Transportation
Michiana Area Council of Governments
227 W. Jefferson Boulevard
11th Floor County-City Building
South Bend, IN 46601
www.macog.com
P: 574.287.1829 ext. 501
F: 574.239.4072
cstevens@macog.com
Follow MACOG on Facebook
On Fri, Aug 16, 2024 at 4:43 PM Gemma Stanton <gstanton@southbendin.gov> wrote:
Hi Caitlin,
See below my original inquiry to Braun regarding a non-participating CO for this project. There are a few
areas which I believe are covered under the original PCE but were removed from the project to stay on
budget. The City has funds to cover these without a match from MACOG.
3
Let me know if you think we can change order in these locations, or if you have more questions.
Thanks!
Gemma Stanton (she/her)
Project Engineer, Division of Engineering
Department of Public Works
(574) 235-9083
gstanton@southbendin.gov
City of South Bend
227 W. Jefferson Blvd., Ste. 1316
South Bend, IN 46601
Excellence | Accountability | Innovation | Inclusion | Empowerment
From: Braun Rodgers <Braun.Rodgers@ucindy.com>
Sent: Friday, August 2, 2024 2:58 PM
To: Gemma Stanton <gstanton@southbendin.gov>
Subject: RE: DES#2100025 SRTS Our Lady Non-Participating CO
Gemma,
I have been coordinating with INDOT on the added work. John Krueckeberg (INDOT PM) stated that we must
get approval, in writing, from MACOG. The name Caitlin Stevens was given but no contact information
provided. Have you worked with this contact before or have an email address for them? Thanks for your
time!
Thanks,
Braun Rodgers, PE
4
Field Operations Manager
O: 317-895-2585 C: 812-677-
0674
E: braun.rodgers@ucindy.com
8440 Allison Pointe Blvd., Ste.
200
Indianapolis, IN 46250
www.ucindy.com
From: Gemma Stanton <gstanton@southbendin.gov>
Sent: Tuesday, July 23, 2024 10:56 AM
To: Braun Rodgers <Braun.Rodgers@ucindy.com>
Subject: DES#2100025 SRTS Our Lady Non-Participating CO
Hi Braun,
As I mentioned in the pre-con, we came in under budget by around $200,000 in the letting for this
project and I have been trying to find locations that were previously cut from the project that could be
added back in with a non-participating change order. The final Note to File only contained the sidewalks
and curb ramps in the final design, but the PCE was approved with a few locations that ended up getting
cut from the project.
Here are those locations:
808 W Calvert St -- west side along Chapin
301 W Calvert
730 W Calvert, 726 W Calvert
Could you find out if we can change order these spots in? Also, if there are any other ways you can think
of to increase the impact of this project while staying within INDOT rules please let me know 놴놲놵놶놷놳
Looking forward to your thoughts.
Thanks,
5
Gemma Stanton (she/her) *Upcoming out of office dates 8/5–8/12*
Project Engineer, Division of Engineering
Department of Public Works
(574) 235-9083
gstanton@southbendin.gov
City of South Bend
227 W. Jefferson Blvd., Ste. 1316
South Bend, IN 46601
Excellence | Accountability | Innovation | Inclusion | Empowerment
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the
sender and know the content is safe.
________________
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links or open attachments unless you validate the sender and know the content is safe. Please
report any suspicious emails to the CyberSecurity team by clicking the Phish Alert Button in
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1
Braun Rodgers
From:Braun Rodgers
Sent:Tuesday, September 24, 2024 2:49 PM
To:Gemma Stanton
Cc:Owen Yeadon
Subject:RE: FW: DES#2100025 SRTS Our Lady Non-Participating CO
Gemma,
I had a meeting our environmental team to review the NEPA document. Since the project map and write
ups are very detailed on the locations (Example NEPA PDF Page 16-19, 77-79, 85-88), they stated that we
would not be able to add work outside of the shown locations. I compared the NEPA plans to the
Contract plans for the addresses you provided. See below. We can still add 180 SYS of sidewalk for an
estimated cost of $18,000.
If you would like, I can reach out to the designer to get their thoughts on adding work outside the shown
NEPA locations.
808 W Calvert St -- west side along Chapin – 134ft x 5ft sidewalk added
NEPA:
2
PLANS:
301 W Calvert – The NEPA plans match the our plans.
NEPA:
PLANS:
3
730 W Calvert, 726 W Calvert – 92ft x 5ft added on Calvert AND 98ft x 5ft added on
Kendall
NEPA:
PLANS:
NEPA:
PLANS:
4
Thanks,
Braun Rodgers, PE
Field Operations Manager
O: 317-895-2585 C: 812-677-0674
E: braun.rodgers@ucindy.com
8440 Allison Pointe Blvd., Ste. 200
Indianapolis, IN 46250
www.ucindy.com
From: Gemma Stanton <gstanton@southbendin.gov>
Sent: Friday, September 6, 2024 1:43 PM
To: Braun Rodgers <Braun.Rodgers@ucindy.com>
Subject: RE: FW: DES#2100025 SRTS Our Lady Non-Participating CO
Hi Braun,
The attached PCE document has the plans with a limited number of properties affected, but the project
description on page 2 states: “Project termini will extend east and west along Calvert St from Main St to Kemble
Ave. Project termini will also extend north and south between Calvert St and Ewing Blvd along the following road
segments: Taylor St, Kendall St, Chapin St, and Catalpa St. Total construction lengths along the project roadways
will be 0.61 mile along Calvert St and 0.26 mile each along Catalpa St, Chapin St, Kendall St, and Taylor St. Land
use in the vicinity of the project area is residential with nearby commercial properties.”
That’s a much larger area we could walk and add sections to.
Let me know what you think.
Thanks!
Gemma Stanton (she/her)
Project Engineer, Division of Engineering
Department of Public Works
(574) 235-9083
gstanton@southbendin.gov
City of South Bend
227 W. Jefferson Blvd., Ste. 1316
South Bend, IN 46601
Excellence | Accountability | InnovaƟon | Inclusion | Empowerment
**Plan appropriately to meet upcoming winter deadlines. Review
Ɵmes for private developments range from 1-2 weeks. FoundaƟon
and building permits cannot be released unƟl all Engineering
requirements are met.**
From: Krueckeberg, John <JKrueckeberg@indot.IN.gov>
Sent: Monday, August 26, 2024 5:28 PM
To: Caitlin Stevens <cstevens@macog.com>; Gemma Stanton <gstanton@southbendin.gov>
5
Cc: Braun Rodgers <Braun.Rodgers@ucindy.com>
Subject: RE: FW: DES#2100025 SRTS Our Lady Non-Participating CO
I believe this area was in the original project application and is covered by the NEPA document.
Gemma,
Please confirm that this is the case. If so, I don’t believe INDOT would have any reason to object.
Respecƞully,
John Krueckeberg, PMP
Senior Project Manager
315 East Boyd Boulevard
LaPorte, IN 46350
Office: (219) 325-7520
Cell: (260) 348-1303
Email: jkrueckeberg@indot.in.gov
Call Me on TEAMS
Chat/Message Me in TEAMS
Find us on social media!
From: Caitlin Stevens <cstevens@macog.com>
Sent: Monday, August 26, 2024 8:24 AM
To: Gemma Stanton <gstanton@southbendin.gov>
Cc: Braun Rodgers <Braun.Rodgers@ucindy.com>; Krueckeberg, John <JKrueckeberg@indot.IN.gov>
Subject: Re: FW: DES#2100025 SRTS Our Lady Non-Participating CO
**** This is an EXTERNAL email. Exercise caution. DO NOT open attachments or click links from
unknown senders or unexpected email. ****
Hi Gemma,
Apologies for the delay - MACOG would approve of the scope being added back in, assuming there is
concurrence with INDOT.
Thanks,
Caitlin Stevens
Director of Transportation
Michiana Area Council of Governments
227 W. Jefferson Boulevard
11th Floor County-City Building
South Bend, IN 46601
www.macog.com
P: 574.287.1829 ext. 501
F: 574.239.4072
cstevens@macog.com
6
Follow MACOG on Facebook
On Fri, Aug 16, 2024 at 4:43 PM Gemma Stanton <gstanton@southbendin.gov> wrote:
Hi Caitlin,
See below my original inquiry to Braun regarding a non-participating CO for this project. There are a few
areas which I believe are covered under the original PCE but were removed from the project to stay on
budget. The City has funds to cover these without a match from MACOG.
Let me know if you think we can change order in these locations, or if you have more questions.
Thanks!
Gemma Stanton (she/her)
Project Engineer, Division of Engineering
Department of Public Works
(574) 235-9083
gstanton@southbendin.gov
City of South Bend
227 W. Jefferson Blvd., Ste. 1316
South Bend, IN 46601
Excellence | Accountability | Innovation | Inclusion | Empowerment
From: Braun Rodgers <Braun.Rodgers@ucindy.com>
Sent: Friday, August 2, 2024 2:58 PM
To: Gemma Stanton <gstanton@southbendin.gov>
Subject: RE: DES#2100025 SRTS Our Lady Non-Participating CO
Gemma,
7
I have been coordinating with INDOT on the added work. John Krueckeberg (INDOT PM) stated that we must
get approval, in writing, from MACOG. The name Caitlin Stevens was given but no contact information
provided. Have you worked with this contact before or have an email address for them? Thanks for your
time!
Thanks,
Braun Rodgers, PE
Field Operations Manager
O: 317-895-2585 C: 812-677-
0674
E: braun.rodgers@ucindy.com
8440 Allison Pointe Blvd., Ste.
200
Indianapolis, IN 46250
www.ucindy.com
From: Gemma Stanton <gstanton@southbendin.gov>
Sent: Tuesday, July 23, 2024 10:56 AM
To: Braun Rodgers <Braun.Rodgers@ucindy.com>
Subject: DES#2100025 SRTS Our Lady Non-Participating CO
Hi Braun,
As I mentioned in the pre-con, we came in under budget by around $200,000 in the letting for this
project and I have been trying to find locations that were previously cut from the project that could be
added back in with a non-participating change order. The final Note to File only contained the sidewalks
and curb ramps in the final design, but the PCE was approved with a few locations that ended up getting
cut from the project.
8
Here are those locations:
808 W Calvert St -- west side along Chapin
301 W Calvert
730 W Calvert, 726 W Calvert
Could you find out if we can change order these spots in? Also, if there are any other ways you can think
of to increase the impact of this project while staying within INDOT rules please let me know 놴놲놵놶놷놳
Looking forward to your thoughts.
Thanks,
Gemma Stanton (she/her) *Upcoming out of office dates 8/5–8/12*
Project Engineer, Division of Engineering
Department of Public Works
(574) 235-9083
gstanton@southbendin.gov
City of South Bend
227 W. Jefferson Blvd., Ste. 1316
South Bend, IN 46601
Excellence | Accountability | Innovation | Inclusion | Empowerment
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the
sender and know the content is safe.
________________
CAUTION: This email originated from outside of the City of South Bend’s network. Do not click
links or open attachments unless you validate the sender and know the content is safe. Please
report any suspicious emails to the CyberSecurity team by clicking the Phish Alert Button in
Outlook.
9
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the
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Meeting Minutes 8440 Allison Pointe Blvd., Suite 200, Indianapolis, IN 46250 (317) 895-2585 www.ucindy.com December 3, 2024
Gemma Stanton
Project Engineer
City of South Bend
227 W. Jefferson Blvd.,
South Bend, IN 46601
RE: R-44114 South Bend Safe Routes
Pre-Final Inspection Meeting Minutes
Dear Mrs. Stanton,
A pre-final inspection was held on December 3, 2024. The following people were
in attendance:
• Gemma Stanton City of South Bend
• Steven Hauersperger INDOT
• Owen Yeadon United
• Braun Rodgers United
• Blake Gribben United
• Garret VanParys Reith-Riley
The minutes follow the agenda handed out during the meeting.
Construction Cost
Bid Amount: $724,920.03
Estimated Final Construction Cost: $764,000 (Pending final quantity
agreement)
Overrun: Approx $20k overrun of bid items for additional removal and
replacement of curb and sidewalk, Approx $20k of non-participating sidewalk
replacement at 808, 730, 726, and 301 W Calvert
Open Discussion
Pay Estimates – Will require PO request. Pending final quantity agreement.
Change Orders – Non-Participating Added Sidewalk, Overrun justification for
final participating PO request
• Mrs. Stanton requested one change order for both the participating and
non-participating items.
Material Records Needed: HMA Patching Cert, Tack Cert, DWS Buy America
R-44114 South Bent Safe Routes
Pre-Final Inspection
Page 2 of 3
Timeline
Current Intermediate Completion: August 9, 2024
Actual Intermediate Completion: August 9, 2024
Final Completion Date: October 31, 2024
Non-participating sidewalk change order work completed on November 7, 2024.
Liquidated Damages: None
Punch List
1. 78 LFT of curb to be added at the back of sidewalk on Calvert Street from
the intersection of Kendall Street to 730 Calvert Street
2. Rework and regrade the green strip at the added sidewalk areas
3. Add two curb ramps (NE and SW) at the intersection of Catalpa Street
and Donald Street. Only two ramps were replaced at the intersection
causing a safety concern.
4. Add soil to back of walk at 678 Calvert Street
5. Remove RCAs and “No Parking Signs”
Time Allowed to Complete Punch List
Contractor’s Punch List Start Date: Due to added concrete work and current
winter temperatures, the punch list will be completed in spring 2025.
General Discussion
Mrs. Stanton asked that areas where the sidewalk concrete may have interfered
with existing tree roots be inspected in the spring to ensure the trees were not
damaged.
Mr. Hauersperger stated that the job board must remain in place until all work is
complete.
Mr. Hauersperger stated that the completion date must be revised by change
order. The change order shall be worded that additional work was added during
the pre-final inspection.
The estimated cost of the added curb on Calvert Street and two curb ramps at
Catalpa Street and Donald Street follows:
R-44114 South Bent Safe Routes
Pre-Final Inspection
Page 3 of 3
Mr. Rodgers noted that a spring and fall tree inspection will be performed. Final
inspection and final acceptance will occur in the spring. Mr. Hauersperger
agreed. The FCR will be submitted prior to the fall trees inspection.
The above minutes reflect our understanding of the discussions and decisions made
at this meeting. If you have any questions, additions, or comments, please contact
our office at your convenience.
Sincerely,
UNITED CONSULTING
Owen Yeadon
Construction Manager
c: All Attendees
BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM
Date 10/6/2025
Name Gemma Stanton Department PW
BPW Date 10/14/2025 Phone Extension 9083
Review and Approval Required Prior to Submittal to Board
Diversity Compliance
and Inclusion Officer Officer Name
BPW Attorney Attorney Name
Dept. Attorney Attorney Name
Purchasing
Check the Appropriate Item Type – Required for All Submissions
Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA
Chg. Order, No. 1-2 Traffic Control Resolution Other: Ease./Encroach
Required Information
Company or Vendor Name INDOT (Contractor is Rieth Riley)
New Vendor Yes If Yes, Approved by Purchasing
No
MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name SRTS Our Lady of Hungary
Project Number 122-007 DES 2100025
Funding Source MVH
Account No. PO-29045
Amount $787,638.08
Terms of Contract
Purpose/Description See attached memo.
For Change Orders Only
Amount of Increase Decrease
See attached memo
($ ) Previous Amount $
Current Percent of Change:
Increase
Decrease
%
( %)
New Amount $
Total Percent of Change:
Increase
Decrease
13.5%
( %)
Time Extension Amount: New Completion Date: