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BOARD OF PUBLIC WORKS AND SAFETY
WEDNESDAY, FEBRUARY 512014
AT 10:00 A.M.
COUNCIL CHAMBERS
CARMEL CITY FALL
ONE CIVIC SQUARE
NOTICE IS HEREBY GIVEN THAT THE CITY OF CARMEL BOARD
OF PUBLIC WORKS WILL HOLD A MEETING ON WEDNESDAY,
FEBRUARY 5, 2014 AT 10:00 A.M. IN THE COUNCIL
CHAMBERS, CITY HALL, ONE CIVIC SQUARE
THE PURPOSE OF THE MEETING IS CITY BUSINESS
ONE CIVIC SQUARE CARNIEL, INDIANA 46032 317/371-2414
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City of Crme1
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Office of the
Clerk-Treasurer
Board of Public Works and Safety Meeting
AGENDA
Wednesday, February 5, 2014 — 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED To ORDER
1. MINUTES
a. Minutes from the January 15, 2014 Regular Meeting
2. BID OPENING/AWARDS
a. Bid Opening for Television Pipe Inspection System; John Duly, Director of the
Utilities Department
b. Bid Opening for 2014 Landscaping—East of Meridian; Dave Huffman, Street
Commissioner
c. Bid Opening for 2014 Landscaping—West of Meridian; Dave Huffman, Street
Commissioner
d. Bid Opening for 2014 Mowing— East of Meridian; Dave Huffman, Street
Commissioner
e. Bid Opening for 2014 Mowing— West of Meridian; Dave Huffman, Street
Commissioner
f. Bid Award for 2014 Police Vehicles; Major Lee Goodman, Carmel Police Department
g. Bid Award Plant 4 Chemical Feed; MK Betts; ($100,900.00); This was the lowest
most responsive bid; John Duffy, Director of the Department of Utilities
h. Bid Award Well 30; MK Betts; ($246,100.00); This was the lowest most responsive
hid; John Duffy, Director of the Department of Utilities
i. Bid Award 106th Water main Extension; CSU, Inc. ($116,501.00); This was the
lowest most responsive bid; John Duffy, Director of the Department of Utilities
3. PERFORMANCE RELEASES
• a. Resolution BPW 02-05-14-01; The Legacy Residential Phase 1 Section 1; Streets;
The Meadows @ Legacy Section 1; Asphalt Path; The Overlook @ Legacy
Sectionl; Asphalt Path; Timothy Walter, Platinum Properties
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2414
b. Resolution BPW 02-05-14-02; The Legacy Towns and Flats Phase II; Curbs and
Gutters; Timothy Walter, Platinum Properties
4. CONTRACTS
a. Request for Purchase of Goods and Services; Signal Construction; ($24,180.00);
Traffic Signal Maintenance; Dave Huffman, Street Commissioner
b. Request for Purchase of Goods and Services; American Structurepoint; Additional
Service#3; ($39,780.00); Construction Inspection Illinois Street; Mike McBride.
City Engineer
c. Request for Purchase of Goods and Services; American Structurepoint; Additional
Service#4; ($19,100.00); Wetland Inspection Illinois Street; Mike McBride, City
Engineer
d. Request for Purchase of Goods and Services; PEG Content Transmission; AT&T
and City of Carmel; Ashley Ulbricht, Assistant City Attorney
e. Request for Purchase of Goods and Services; Rob DeRocker & Associates;
($125,000.00); Public Relations; Nancy Heck, Department of Community Relations
f Request for Purchase of Goods and Services; Calumet Civil Contractors; Change
Order No. 1; (increase $1,738.08); Retail Parkway Extension; Mike McBride, City
Engineer
g. Request for Purchase of Goods and Services; Calumet Civil Contractors; Change
Order No. 2; (increase $2,345.21); Retail Parkway Extension; Mike McBride, City
Engineer
h. Request for Purchase of Goods and Services; Rust Construction; Change Order
No. 1; (decrease $5,687.12); Wetland Mitigation Site—Bray Homestead; Mike
McBride, City Engineer
i. Request for Purchase of Goods and Services; Hunt Paving; Change Order No. 2 -
FINAL; (increase $4,541.38);•Brings total of changes over 20%; Auman &
Nappanee Neighborhood ; Mike McBride, City Engineer
5. CITY FACILITIES/STREETS/USE
a. Request to Use Veterans Memorial Plaza; Memorial Day Ceremony; May 23,
2014; 9:00 a.m. to 2:00 p.m.; Meg Osborne
b. Request to Use Gazebo and Common Arca; Holiday of Square; November 22,
2014; 8:00 a.m. to 9:00 p.m.; Meg Osborne
c. Request to Use Caucus Room; November 18, 2014; 10:00 a.m. to 2:00 p.m.; Meg
Osborne
d. Request to Use Center Green; Friday, February 7, 2014; 8:110 p.m. to 10:00p.m.;
Game Truck Parking; Kelly Wilson, SEP
e. Request to Use Gazebo and Center Green; Earth Hour Celebration; Saturday,
March 29, 2014; 8:00 p.m. to 10:00 p.m.; Alexia Donahue-Wold
f Request to Use Caucus Room; Energy Efficiency Work Shop; Tuesday, February
18, 2014; 11:00 a.m. to 1:30 p.m.; Kristina Wheeler, on behalf of Hoosier
Environmental Council
g. Request to Use City Streets; Shamrock Shuffle Run; Saturday, March 15, 2014;
7:00 a.m. to 2:00 p.m.; Jayson Parker, Tatum's Bags of Fun
6. OTHER
a. TABLED 2/6/11; Request for Dedication of Streets; Traditions on the Monon;
Robert Potokar, I-IOA Traditions on the Monon
b. Conflict of Interest Disclosure Statements; Richard Viehe, Scott Osborne, Gregory
Webb, Carmel Fire Department; Rebecca Chike, I/S Department
c. Request for Right Of Way Dedication; Reading Tree Park Subdivision — 136th
Street; Justin Moffitt,Blackwell Park Development
d. Request for Replat; West Carmel Commons, Lots 1&2; Adam Fischer, Thompson
Thrill
e. Request for Variance; CWC, Inc. ; (Butler Hyundai); Andrew Taylor, American
Structurepoint
f. Request for New Street Light Approval; Burlington Lane and Spring Mill Road;
Williams Mill Homeowners Association
g. Request for Curb Cut; Reading Tree Park Subdivision; Greg liko, Crossroad
Engineers
h. Request for Road Closure; Path Closure; Open Pavement Cut; Radlie Storer,
Gradex
i. Request for Stormwater Technical Standards Variance; Prime Car Wash; 9805 N.
Michigan Road; Eric Gleissner, CivilSite Group
j. Request for Right of Entry; CIHS NEWCO,LLC;/St. Vincent's; 106th and US 31;
Mike McBride, City Engineer
7. APPEAL HEARING
a. Appeal Hearing for Notice of Correction Order: 212 Red Oak Ridge; Thomas and
Heidi Heldt
8. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, FEBRUARY 5,2014—10:00 A.M.
COUNCIL CHAMBERS/ CITY HALL/ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:02 a.m.
MEMBERS PRESENT
Mayor Brainard, Board Member; Lori Watson, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the January 15, 2014 Regular Meeting was approved 2-0.
BID OPENINGS/AWARDS
1 Bid Opening for the Television Pipe Inspection System; Mayor Brainard opened and read the bids
aloud;
Company Amount
The bids were given to John Duffy, Director of the Department of Utilities for review and
recommendation.
Bid Opening for the 2014 Landscaping—East of Meridian: Mayor Brainard opened and read the bids
aloud:
Company Amount
Hittle Landscaping $82,834.65
EA Outdoor S62,000.00
The bids were given to Dave Human, Street Commissioner for review and recommendation. At the
end of the meeting Dave Huffman requested the Board award the bid to EA Outdoor which was the
lowest and most responsive bid: Board Member Watson moved to approve. Mayor Brainard seconded.
Award approved 2-0.
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Bid Opening for the 2014 Landscaping— West of Meridian; Mayor Brainard opened and read the bids
1 aloud;
Company Amount
Hittle Landscaping $71,860.45
EA Outdoor 56Z000.00
The bids were given to Dave Huffman, Street Commissioner for review and recommendation. At the
end of the meeting Dave Huffman requested the Board award the bid to EA Outdoor which was the
lowest and most responsive bid; Board Member Watson moved to approve. Mayor Brainard seconded.
Award approved 2-0.
Bid Opening for 2014 Mowing—East of Meridian; Mayor Brainard opened and read the bids aloud,'
Company Amount
Hittle Landscaping 5115,682.02
EA Outdoor 5152,260.00
The bids were given to Dave Huffman, Street Commissioner for review and recommendation. At the
end of the meeting Dave Huffman requested the Board award the bid to Hittle Landscaping which was
the lowest and most responsive bid; Board Member Watson moved to approve. Mayor Brainard
seconded. Award approved 2-0.
1 Bid Opening for 2014 Mowing— West of Meridian; Mayor Brainard opened and read the bids aloud;
Company Amount
Hittle Landscaping 5114,391.81
EA Outdoor $158,858.00
The bids were given to Dave Huffman, Street Commissioner for review and recommendation. At the
end of the meeting Dave Huffman requested the Board award the bid to Hittle Landscaping which was
the lowest and most responsive bid; Board Member Watson moved to approve. Mayor Brainard
seconded Award approved 2-0.
Bid Award for 2014 Police Vehicles; Board Member Watson moved to approve. Mayor Brainard
seconded. Award approved 2-0.
Bid Award Plant 4 Chemical Feed; MK Belts; (5100.900.00); Board Member Watson moved to
approve. Mayor Brainard seconded. Award approved 2-0.
Bid Award Well 30; MK Betts; (5246,100.00); Board Member Watson moved to approve. Mayor
Brainardseconded. Award approved 2-0.
Bid Award 106`x' Water main Extension; CSU, Inc. (5116,501.00); Board Member Watson moved to
approve. Mayor Brainard seconded Award approved 2-0.
CONTRACTS
ERequest for Purchase of Goods and Services: Signal Construction; (524,180.00); Traffic Signal
Maintenance; Board Member Watson moved to approve. Mayor Brainard seconded. Award approved
2-0.
Request for Purchase of Goods and Services: American Structurepoint: Additional Service #3:
(539,780.00): Construction Inspection Illinois Street; Board Member Watson moved to approve.
. Mayor Brainard seconded. Award approved 2-0.
Request for Purchase of Goods and Services: American Structurepoint: Additional Service #4;
(519,100.00); Wetland Inspection Illinois Street; Board Member Watson moved to approve. Mayor
Brainard seconded. Award approved 2-0.
Request for Purchase of Goods and Services; PEG Content Transmission; AT&T and City of Carmel;
Board Member Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
Request for Purchase of Goods and Services; Rob DeRocker &Associates; (5125,000.00); Public
Relations: Board Member Watson moved to approve. Mayor Brainard seconded. Award approved 2-
0.
Request for Purchase of Goods and Services; Calumet Civil Contractors; Change Order No. 1;
E (Increase 51,738.08); Retail Parkway Extension; Board Member Watson moved to approve. Mayor
Brainard seconded. Award approved 2-0.
Request for Purchase of Goods and Services: Calumet Civil Contractors; Change Order No. 2;
(increase 52,345.21); Retail Parkway Extension; Board Member Watson moved to approve. Mayor
Brainard seconded. Award approved 2-0.
Request for Purchase of Goods and Services; Rust Construction: Change Order No. 1; (decrease
55,687.12); Wetland Mitigation Site—Bray Homestead: Board Member Watson moved to approve.
Mayor Brainard seconded. Award approved 2-0.
Request for Purchase of Goods and Services; Hunt Paving; Change Order No. 2 - FINAL; (increase
54.541.38); Brings total of changes over 20%; Auman & Nappanee Neighborhood; Board Member
Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
CITY FACILITIES/STREETS/USE
Request to Use Veterans Memorial Plaza; Memorial Day Ceremony; May 23, 2014; 9:00 a.m. to 2:00
p.m.; Meg Osborne; Board Member Watson moved to approve. Mayor Brainard seconded. Award
approved 2-0.
Request to Use Gazebo and Common Area; Holiday of Square; November 22, 2014; 8:00 a.m. to 9:00
F p.m.; Meg Osborne; Board Member Watson moved to approve. Mayor Brainard seconded. Award
approved 2-0.
Request to Use Caucus Room; November 18, 2014; 10:00 a.m. to 2:00 p.m.; Meg Osborne: Board
Member Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
Request to Use Center Green: Friday, February 7, 2014; 8:00 p.m. to 10::00p.m.; Game Truck
Parking; Kelly Wilson, SEP; Board Member Watson moved to approve. Mayor Brainard seconded.
Award approved 2-0.
Request to Use Gazebo and Center Green; Earth Hour Celebration; Saturday, March 29, 2014; 8:00
p.m. to 10:00 p.m.; Alexia Donahue-Wold: Board Member Watson moved to approve. Mayor
Brainard seconded. Award approved 2-0.
Request to Use Caucus Room; Energy Efficiency Work Shop; Tuesday, February 18, 2014; 11:00 a.m.
to 1:30 p.m.; Kristina Wheeler, on behalf of Hoosier Environmental Council: Board Member Watson
moved to approve. Mayor Brainard seconded. Award approved 2-0.
Request to Use City Streets; Shamrock Shuffle Run; Saturday, March 15. 2014; 7:00 a.m. to 2:00 p.m.;
Jayson Parker, Tatum's Bags of Fun; Board Member Watson moved to approve. Mayor Brainard
seconded. Award approved 2-0.
OTHER
REMAINS TABLED: Request for Dedication of Streets: Traditions on the Monon
Confict of Interest Disclosure Statements; Richard Viehe, Scott Osborne, Gregory Webb, Carmel Fire
Department; Rebecca Chike, I/S Department: Items acknowledged
Request for Right Of Way Dedication; Reading Tree Park Subdivision— 136`"Street; Board Member
Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
Request for Replat; West Carmel Commons, Lots 1&2; Board Member Watson moved to approve.
Mayor Brainard seconded. Award approved 2-0.
Request for Variance; CWC, Inc. ; (Butler Hyundai); Board Member Watson moved to approve.
Mayor Brainard seconded. Award approved 2-0.
Request for New Street Light Approval; Burlington Lane and Spring Mill Road; Board Member
Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
Request for Curb Cut; Reading Tree Park Subdivision: Board Member Watson moved to approve.
Mayor Brainard seconded. Award approved 2-0.
Request for Road Closure; Path Closure: Open Pavement Cut: Board Member Watson moved to
IIapprove. Mayor Brainard seconded. Award approved 2-0.
Request for Stormwater Technical Standards Variance; Prime Car Wash; 9805 N Michigan Road;
Board Member Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
Request for Right of Entry; CIHS NEWCO, LLC;/St. Vincent's; 106th and US 31; Board Member
Watson moved to approve. Mayor Brainard seconded. Award approved 2-0.
APPEAL HEARING
Appeal Hearing for Notice of Correction Order: 212 Red Oak Ridge: Thomas and Heidi Heidi
Mrs. Heidi Heldt. Ashley Ulbricht. Assistant City Attorney and Gary Duncan, Assistant City Engineer,
addressed the Board. There was extension discussion. Mayor Brainard requested the item be
continued to give the two parties time to discuss options.
ADD ON
Dave Huffman, Street Commissioner requested to add on a contract for the purchase of salt. Mayor
Brainard inquired as to whether this had been submitted to legal. Item had been approved by legal.
Mayor requested a written legal opinion that this purchase and contract were allowable.
ADJOURNMENT
Mayor Brainard adjourned the meeti g at 10:34-arm.
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/ iana L. Cordray, IAj C—Clerk-Treasurer
Clerk-Treasurer
Approved .. j " /
Ma for James Brainard
ATTEST:
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Diana L. Cordray, 14MC Clerk-Treasurer
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