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BPW 9-5-18Board of Public Works and Safety Meeting Minutes Wednesday, September 5, 2018 — 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED To O R n r R Mayor Brainard called the meeting to order at 10: 04 a.m. MEMBERS PRESENT Mayor James Brainard; Board Members Mary Ann Burke and Lori Watson, Clerk -Treasurer Christine Pauley and Deputy Clerk Jacob Quinn were present. MINUTES Minutes from the August 1, 2018, Regular Meeting were approed 2-0 (Watson abstained). Minutes from the August 15, 2018, Regular Meeting were approved 2-0 (Brainard abstained). BID/QUOTE OPENINGS AND AWARDS Quote Opening for Irrigation Upgrade 2018; Item removed from the agenda. Bid Opening for Police Vehicles; No bids received. Bid Opening for 5rh Street N.E. Improvements (Project No. 18 -SW -21); Mayor Brainard opened the quotes and read them aloud: Contractor M, Milestone Contractors $388,000.00 Schutt-Lookabill Co $479,362.35 White Construction $494,000.00 Millennium Contractors $505,000.00 Morphey Construction $558,355.00 PERFORMANCE RELEASE APPROVAL REQUESTS Resolution BPW-09-05-18-01; Hamlet at Jackson's Grant Section 1; Paving/Curbs/Street Signs; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-09-05-18-02; Clay Corner Subdivisions; Common Area Sidewalks; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-09-05-18-04; Shoshone Drive Residential; ROW Improvements/Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; Butler Fairman & Seufert, Inc.; ($160,700. 00); 96Th Street Trail /Shelborne Road Path — Construction Inspection; Additional Services #IA; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Butler Fairman & Seufert, Inc.; ($38, 000.00); 96Th Street Trail /Shelborne Road Path — Design; Additional Services #2; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; C HA Consulting; ($68,700. 00); 96`h Street and Keystone Parkway — Additional Design Services; Additional Services #8; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Christopher Burke Engineering, LLC; ($4,300. 00); Westfield Boulevard Bridge over Carmel Creek - Design; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Clark Dietz, Inc.; ($8,800.00); 126`h Street Path from Keystone to Hazel Dell -Design; Additional Services #1Q Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Rollfast Foundation; ($12, 000 Annual for Three Years); Sponsorship Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Bartlett Tree Experts; ($68,965. 00); Tree Work — Urban Forestry; Additional Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Gibson Teladata, Inc; ($61,859.52); Lease for Voicemail Upgrade, Maintenance and Software Assurance; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; AT&T Corp; ($68,679.13); Reimbursement Agreement for Monon Boulevard Easement Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Blue Grass Farms, Inc; ($35,825.00); Tress; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Indiana Department of Transportation; Installation of Emergency Vehicle Preemption Equipment at Traffic Signals at U.S. 421 and 106`h Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-09-05-18-03; Request Approving the Purchase of a Ladder Truck From the Whitestown Fire Department; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; White Construction; ($575, 901.09); Monon Boulevard Phase 1— Project #16 -ENG -22 & 15 -ENG -32; CO #1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Calumet Civil Contractors; ($20,053.61); 121St Street Stormwater Improvement Project — Project #16 -SW -74; CO #1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Calumet Civil Contractors; ($10,112.94); Carmel Small Structure Replacement — Project #16 -SW -08; CO 91; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Calumet Civil Contractors; ($3,965. 00); Carmel Small Structure Replacement — Project #16 -SW -O8; CO #2; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use/Close City Streets; Block Party; September 14, 2018; 6: 00 p. m. — 9: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction; Senior Picture of Football Players; September 8, 2018; 7:30 a.m. — 9:00 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Carmel Oktoberfest, September 21, 2018; 1: 00 p.m. —11: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Neighborhood Party; September 29 and Oct 6 (Back-up Date), 2018; 12:00p. m. —12:00 a. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Free Public Showing of the Pursuit of Happyness; September 22, 2018; 6:30 p.m. —11:00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Carmel Marathon; April 4, 2020, 2020 and April 3, 2021; 6:30 a.m. — 2:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Neighborhood Block Party; October 7, 2018; 12:00 P. m. — 8:00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Halfway to St. Patty's Day Party; September 15, 2018; 1: 00 p. m. —12: 00 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Neighborhood Gathering; September 15, 2018; 3: 00 p.m. — 9: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Caucus Room; Board Meeting; October 15, 2018; 6:30 p.m. — 8:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use/Close City Streets; Block Party Celebrating the Opening of the Roundabout; September 22, 2018; 1: 00 p. m. —11: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. OTHER Request for Path Closure/ Pavement Cut; 1212 Range Line Road; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Sidewalk Closure/Cut; 1424 W Carmel Drive — Meijer Outloot C; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Standards Manual Variances; Water Front at West Clay, Section 5A — 4509 W. 131" Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Secondary Plat, Sanctuary at 116`h Street, Section 2B; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Re- Plat; North August — Lot 26; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 13168 Regina Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 4146 East 96`h Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 13354 Sedgwick; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 13168 Regina Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 4146 East 96`h Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 13354 Sedgwick; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Award for 5`h Street N. E. Improvements (Project No. 18 -SW -21); Jeremy Kashman, City Engineer, presented that Milestone Contractors was the lowest and most responsive bidder. Board Member Burke moved to award the bid to Milestone Contractors in the amount of $388, 000.00. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:14 a. m. fAWZ44�-z Z�� Christ Pauley - Clerk- Treasurer Approved �r or James Brainard ATTE tine S. Pauley - lerk-Treasurer Ll 1 1