HomeMy WebLinkAboutBPW-09-19-12 Paperless
Board of Public Works and Safety Meeting
AGENDA
Wednesday, September 19, 2012 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the August 2, 2012 Special Meeting
b. Minutes from the September 5, 2012 Regular Meeting
2. BID/QUOTES OPENINGS AND AWARDS
a. Quote Opening for the Main Street Patio Seating Modification; Mike McBride, City
Engineer
b. Bid Opening Hunters Creek Lighting Project; Mike McBride, City Engineer
c. Bid Opening 106th Street Pump Station Electrical Improvements; John Duffy,
Director of the Department of Utilities
d. Bid Award for the 2012 Paving Program; E&B Paving; ($770,720.00); this was the
lowest most responsive bid; David Huffman, Street Commissioner
3. PERFORMANCE RELEASES
a. Resolution No. BPW-09-19-12-01; Guilford Condos; Water Line Installation and
Sanitary Sewer Main Install; John Duffy, Director of the Department of Utilities
4. CONTRACTS
a. Request for Purchase of Goods and Services; Gridlock Traffic Systems;
($39,804.34); Street Striping; David Huffman, Street Commissioner
b. Request for Purchase of Goods and Services; Additional Service #6; United
Consulting; ($89,400.00); Illinois Street Environmental Mitigation Design; Mike
McBride, City Engineer
c. Request for Purchase of Goods and Services; Additional Service #39; Crossroad
Engineers; ($86,600.00); Illinois Street Right of Way Services; Mike McBride, City
Engineer
d. Request for Acceptance of Contract Final Inspection and Recommendation; Street
Lighting and Signage Improvements; Mike McBride, City Engineer
5. USE OF CITY FACILITIES/STREET
a. Request to City Streets; Live Broadcast; Thursday, October 4, 2012; 10:30 a.m. to
7:30 p.m.; WTHR - TV
b. Request to Use Council Chambers; Meeting; Thursday, October 18, 2012; 6:00
p.m. to 9:30 p.m.; Traditions on the Monon HOA
c. Request to Use Council Chambers; Meeting; Various Dates; Hoosier Daylily
Society
d. Request to Use Council Chambers; Meeting; Wednesday, November 7, 2012; 6:30
p.m.; Carmel Station HOA
e. Request to Use Caucus Room; Meeting; Various Dates; Carmel Arts Council
f. Request to Use Council Chambers; Meeting; Tuesday, December 4, 2012; 6:00
p.m. to 8:30 p.m.; Townhomes at Carmel City Center HOA
6. OTHER
a. TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert
Potokar, HOA Traditions on the Monon
b. Continued: Appeal hearing Dr. Thomas and Mrs. JoAnn Trancik – 14300
Oakbrook Court
c. Request for Stormwater Technical Standards Variance; Olive Garden Restaurant;
10206 Michigan Road; Justin Muller, Kimley-Horn and Associates
d. Request for Stormwater Technical Standards Variance; The Centre Retail at
116th; Colin Patterson, A&F Engineering
e. Request for Stormwater Technical Standards Variance; Village of West Clay,
Section 10010-C; Brett Huff, Stoeppelwerth & Associates
f. Request for Variance; Fence in Easement; 2377 Finchley Road; Village of West
Clay; Mr. and Mrs. Ansari
g. Request for Curb Cut; 1839 Hourglass Drive; Village of West Clay Section 12002-
B; Dale Woodall, Woodall Homes and Remodeling
h. Request for Easement; Waterline; Robert and Dixie Stauffer
i. Request for Easement; Waterline; 2008030541; West Carmel Marketplace Owners
Association
j. Request for Easement; Waterline; 2008030540; West Carmel Marketplace LLC
k. Request for Easement; Waterline; Fifth Third Bank
7. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, SEPTEMBER 5, 2012 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Board Member Burke called the meeting to order at 10:00 a.m.
MEMBERS PRESENT
Board Member; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the August 15, 2012 Regular Meeting were approved 2-0.
BID/QUOTES OPENINGS AND AWARDS
Bid Opening for the 2012 Paving Program: Board Member Burke opened and read the bids aloud;
Company Amount
E&B Paving $770,720.00
Grady Brothers $919,615.19
Baumgartner & Co. $910,489.22
Rieth-Riley $827,669.23
Milestone Contractors $816,864.49
Calumet $840,326.00
The bids were given to Dave Huffman, Street Commissioner for review and recommendation.
PERFORMANCE RELEASES
Resolution No. BPW-09-05-12-01; Inglenook, Section 1A; Right of Way and Onsite Paving; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Resolution No. BPW-09-05-12-02; National Bank of Indianapolis; Right of Way; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Resolution No. BPW-09-05-12-03; Legacy Master Infrastructure Phase I; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2-0.
Resolution No. BPW-09-05-12-04; Opus Landmark at Meridian; IND2 & IND3 ROW, Driveway
Work; Board Member Burke moved to approve. Board Member Watson seconded. Request approved
2-0.
CONTRACTS
Request for Purchase of Goods and Services; Brenntag Mid-South; ($38,040.00); Chemicals for
Reflecting Pond; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2-0.
Request for Acceptance of Contract Final Inspection and Recommendation; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2-0.
USE OF CITY FACILITIES/STREETS
Request to City Streets; Neighborhood Gathering; Sunday, September 30, 2012; Noon to 9:00 p.m.;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Request to Use Gazebo and Common Area; Tuesday, August 6, 2013; National Night Out 2013; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Request to Use Caucus Room; September 20, 2012; 7:00 p.m. to 8:30 p.m.; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2-0.
Request to Use City Streets; Neighborhood Picnic; September 15, 2012; 1:00 p.m. to 8:30 p.m.; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Request to Use Caucus Room; October 16, 2012; 5:30 p.m. to 7:00 p.m.; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 2-0.
Request to Use Gazebo and Japanese Garden; Wedding; October 5, 2012; 6:00 p.m. to 8:00 p.m.
(rehearsal); October 6, 2012 11:00 a.m. to 2:00 p.m.; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 2-0.
Request to Use City Streets; 5K Race; October 20, 2012; 7:00 a.m. to 10:30 a.m.; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Request to Use Gazebo; Wedding; June 14, 2013 6:30 p.m. to 7:30 p.m.(Rehearsal); June 15, 2013;
3:30 p.m. to 7:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2-0.
Request to Use Gazebo and Common Area; Concert; June 22, 2013; 8:00 a.m. to 11:00 a.m.; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
OTHER
REMAINS TABLED: Request for Dedication of Streets; Traditions on the Monon
CONTINUED: Appeal hearing Dr. Thomas and Mrs. JoAnn Trancik – 14300 Oakbrook Court; The
hearing started at 10:28 a.m.; Testimony began. A Court Reporter was present to record proceedings.
Appeal Hearing ended at 11:15 a.m. – No conclusion was reached. To be continued at a later date
Request for Lane Closure; Curb Cut; Temporary Construction Entrance; The Centre Retail – 116th
and Range Line; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2-0.
Request for Lane Closure; AT&T Repairs on South Range Line and Carmel Drive; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Request Road Closure, Sidewalk Closure and Open Pavement Cut; 205 2nd Avenue NW; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0.
Request for Variance; Improvements in Easement; Lakes of Carmel; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2-0.
Request for Right of Entry; Valley Development Company; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2-0.
Request for Water Line Easement; Porter Shank II; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 2-0.
Request for Water Line Easement; Lowe’s Home Improvements; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2-0.
ADD ON
Request for Add-On to agenda; Request for Variance of Driveway Construction in Sanitary Sewer;
Multi-Path Closure; Curb Cut; 1105 W. 136th Street; Steve Booher, Property owner; Board Member
Burke moved to add item. Board Member Watson seconded. Approved 2-0. There was brief
discussion. Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2-0.
ADJOURNMENT
Board Member Burke adjourned the meeting at 10:14 a.m.
_____________________________________
Diana L. Cordray, IAMC
Clerk-Treasurer
Approved
____________________________________
Mayor James Brainard
ATTEST:
___________________________________
Diana L. Cordray, IAMC
Clerk-Treasurer
NOTICE TO BIDDERS
City of Carmel, Indiana
Notice is hereby given that the Board of Public Works and Safety for the City of Carmel,
Hamilton County, Indiana will receive sealed bids for the above described “Hunters Creek
Barrett Law Street Lighting Project” at the office of the Clerk Treasurer, One Civic Square,
Carmel, Indiana (City Hall) until 10:00 a.m. Local Time on or before September 19, 2012, and
commencing as soon as practicable thereafter on the same date such bids will be publicly opened
and read aloud in the Council Chambers of City Hall. No late bids will be accepted.
All bids and proposals shall be properly and completely executed on the proposal forms provided
with the plans and specifications, which will include the non-collusion affidavit as required by
the State of Indiana. The bid envelope must be sealed and have the words “BID- Hunters
Creek Barrett Law Street Lighting Project”.
A bid bond or certified check in an amount not less than ten percent (10%) of the amount bid
must be submitted with each bid. A one hundred percent (100%) performance bond and one
hundred percent (100%) payment bond will also be required of the successful bidder. It is
intended that actual construction of all work divisions shall be started as soon as practicable, and
each bidder shall be prepared to enter promptly into a construction contract, furnish all bonds,
and begin work without delay in the event the award is made to him.
The Project consists of, but is not necessarily limited to, the following:
1. Provide street lighting in Hunter’s Creek Subdivision, Carmel, Indiana.
Contract Documents for the Project have been assembled into one bound project manual, which
together with drawings, may be examined at the following locations:
City of Carmel
Dept. of Engineering- 1st Floor
One Civic Square
Carmel, IN 46032
(317) 571-2441
Copies of such drawings and project manuals must be obtained from Marbaugh Repro Graphics,
801 North Capitol Ave., Indianapolis, Indiana, (317) 631-1000, upon the payment of the
reproduction cost for each set. These sets include full-size drawings. Make checks payable to
Three-S Reproductions. All payments and costs of Contract Documents are non-refundable.
Bidders shall assure that they have obtained complete sets of drawings and Contract Documents
and shall assume the risk of any errors or omissions in bids prepared in reliance on incomplete
sets of drawings and Contract Documents.
This Project will be funded by the City of Carmel.
A pre-bid conference for discussions of the Project, the bidding requirements and other
important matters will be held at 10:00 a.m. on September 10, 2012 in the Caucus Room on the
2nd Floor of City Hall (One Civic Square). All prospective bidders are invited to attend the pre-
bid conference. The pre-bid conference is not mandatory.
The deadline for written notice to the City by the Bidder of conflicts, errors, discrepancies or
ambiguities in the Contract Documents or any sample form or if the Bidder is in doubt as to the
intended meaning of any portion or provision in the Contract Documents or any sample form per
Section 4.1 of the Instruction to Bidders is 10:00 a.m. on September 12, 2012.
For special accommodations needed by handicapped individuals planning to attend the public bid
opening meeting, please call or notify the city of Carmel, Engineer’s Office, at (317) 571-2441 at
least forty-eight (48) hours prior thereto.
Pursuant to IC 36-1-12-4 (8) and IC 36-1-12-6, the Carmel Board of Public Works and Safety
reserves the right to hold any or all bids or proposals for a period of not more than sixty (60) days
and said bids shall remain in full force and effect during said period. No bidder may withdraw
any bid or proposal within a period of sixty (60) days following the date set for receiving bids or
proposals. The City of Carmel reserves the right to reject and/or cancel any and all bids,
solicitations and/or offers in whole or in part as specified in the solicitations when it is not in the
best interests of the governmental body as determined by the purchasing agency in accordance
with IC 5-22-18-2
___________________________
Diana L. Cordray
Clerk-Treasurer
NOTICE TO BIDDERS
CITY OF CARMEL, INDIANA
Sealed Bids for the City of Carmel, Indiana, 106th Street Pump Station Electrical
Improvements Contract 48, will be received by the City of Carmel, Indiana,
("Owner") at the office of the Clerk Treasurer in City Hall, One Civic Square,
Carmel, Indiana 46032, until 10:00 a.m., local time, on September 19, 2012.
Any Bid received after the designated time will be returned to the Bidder
unopened. The Bids will be publicly opened and read by the Board of Public
Works and Safety at 10:00 a.m. on September 19, 2012 in Council Chambers at
City Hall. The Bid should be clearly marked "BID ENCLOSED 106th Street Pump
Station Electrical Improvements, Contract 48 on the outside of the envelope, and
as otherwise set forth in the Bid Documents.
In general, the work consists of: the installation of a 500 KW generator, new
primary power feed, new motor control center and lighting, all as required by
these Bidding Documents, the Agreement Between Owner and Contractor,
General Conditions, Special Conditions (the “Agreement”), Specifications and
Drawings. Copies of the Bidding Documents may be examined at the office of the
Utility Director, or at the office of Jones & Henry Engineers, Ltd., ("Engineer")
2420 North Coliseum Blvd., Suite 214, Fort Wayne, Indiana 46805, without
charge. Copies may be obtained from the latter office upon the non-refundable
deposit of $75.00, check only, made payable to Jones & Henry Engineers, Ltd.,
for each set of Bidding Documents.
Bids must be submitted on the forms found in the Bid package, must contain the
names of every person or company interested therein, and shall be accompanied
by:
(1) Revised Form No. 96 as prescribed by the Indiana Board of
Account and as required in the Instruction to Bidders, including a
financial statement, a statement of experience, a proposed plan or
plans for performing the Work and the equipment the Bidder has
available for the performance of the Work;
(2) Bid Bond in the amount of ten percent (10%) of the total Bid
amount, including alternates with a satisfactory corporate surety or
by a certified check on a solvent bank in the amount of ten percent
(10%) of the amount of the Bid. The Bid Bond or certified check
shall be evidence of good faith that the successful Bidder will
execute within fifteen (15) calendar days from the acceptance of
the Bid, the Agreement as included in the Bidding Documents. The
Bid Bond or certified check shall be made payable to the Owner.
Any Bid may be withdrawn prior to the scheduled closing time for receipt of Bids,
but no bidder shall withdraw his Bid within sixty (60) days after the actual opening
of the Bids.
All Bid Bonds and certified checks of unsuccessful bidders will be returned by the
Owner upon selection of the successful Bidder and execution of the Agreement,
and provision of the required Performance Bond and Payment Bond.
Wage rates on the Project shall not be less than the prevailing wage scale as
determined in accordance with Ind. Code §5-16-7, et seq., and the Contractor
must conform to the antidiscrimination provisions of Ind. Code §5-16-6 et seq.
A Performance Bond with good and sufficient surety, acceptable to the Owner
and Engineer, shall be required of the successful Bidder in an amount equal to at
least one hundred percent (100%) of the Contract Price, conditioned upon the
faithful performance of the Agreement.
The Contractor shall execute a Payment Bond to the Owner, approved by Owner
and Engineer and for the benefit of the Owner, in an amount equal to one
hundred percent (100%) of the Contract Price. The Payment Bond is binding on
the Contractor, their subcontractor, and their successors and assigns for the
payment of all indebtedness to a person for labor and services performed,
material furnished, or services rendered. The Payment Bond must state that it is
for the benefit of the subcontractors, laborers, material suppliers, and those
performing services. The surety of the Payment Bond may not be released until
one (1) year after the Owner’s final settlement with the Contractor.
All out-of-state corporations must have a certificate of authority to do business in
the State. Application forms may be obtained by contacting the Secretary of
State, State of Indiana, Statehouse, Indianapolis, Indiana 46204.
The successful Contractor will be required to enroll in and verify the work
eligibility status of all employees hired after the date of this Contract through the
E-Verify program. The Contractor and Subcontractors will be required to sign an
affidavit concerning employment of unauthorized aliens. A copy of the affidavit is
included in the Bid Documents.
The Owner reserves the right to reject and/or cancel any and all Bids,
solicitations and/or offers in whole or in part as specified in the solicitation when it
is not in the best interests of the governmental body as determined by the
purchasing agency in accordance with IC 5-22-18-2. The Owner also reserves
the right to waive irregularities in any Bid, and to accept any Bid which is deemed
most favorable to the Owner.
Diana Cordray
Clerk Treasurer