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Board of Public Works and Safety Meeting
AGENDA
Wednesday, February 20, 2013 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the February 6, 2013 Regular Meeting
2. BID/QUOTES OPENING/AWARDS
a. Bid Opening for 96th and Towne Water Main Extension; John Duffy, Director of the
Department of Utilities
3. CONTRACTS
a. Resolution Number; BPW-02-20-13-03; A Resolution of the City of Carmel Board
of Public Works and Safety Acknowledging Receipt of Contract; Veridical;
($30,000.00); Feasibility Study for Convention Center; Mayor Brainard
b. Resolution Number; BPW-02-20-13-04; A Resolution of the City of Carmel Board
of Public Works and Safety Acknowledging Receipt of Contract; Gibson Teldata;
($8,146.67/Month); Amendment; Terry Crockett, Director of the Information System
Department
c. Resolution Number; BPW-02-20-13-06; A Resolution of the City of Carmel Board
of Public Works and Safety Acknowledging Receipt of Contract Request for
Purchase of Goods and Services; Malinowski Consulting; ($3,975.00); Consultant
Determining Whether City Should Charge Utilities Department an Administrative
Fee; John Duffy, Director of the Department of Utilities
d. Resolution Number; BPW-02-20-13-07; A Resolution of the City of Carmel Board
of Public Works and Safety Acknowledging Receipt of Contract; L.S. Olds
Consulting; ($61,440.00); Management of Carmel Redevelopment Commission;
Steve Engelking, Department of Administration
e. Resolution Number; BPW-02-20-13-08; A Resolution of the City of Carmel Board
of Public Works and Safety Acknowledging Receipt of Contract Request for
Purchase of Goods and Services; Great America Financial Services; Amendment;
Terry Crockett, Director of the Information System Department
f. Request for Purchase of Goods and Services; Irwin Computer Services; Additional
Service Agreement; ($60,000.00); Web site Maintenance; Nancy Heck, Director of
Community Relations
g. Request for Purchase of Goods and Services; Xerox; Additional Service
Agreement; Copier Maintenance; Douglas Haney, City Attorney
h. Request for Purchase of Goods and Services; Cripe Architects and Engineers;
($10,890.00); River Road Culvert Replacement Design; Mike McBride, City
Engineer
i. Request for Purchase of Goods and Services; CL Coonrod and Company;
Additional Service Agreement; ($125,000.00); Professional Service; Mayor James
Brainard
j. Request for Purchase of Goods and Services; Meg & Associates; Additional
Service Agreement; ($13,000.00); Event Planning – Holocaust, Memorial Day,
Veterans Day, Holiday on Square; Nancy Heck, Director of Community Relations
k. Request for Purchase of Goods and Services; A&F Engineering; ($24,196.00);
Traffic Signal Records and Maintenance; Mike McBride, City Engineer
4. CITY FACILITIES/STREETS/USE
a. Request for Use of Council Chambers and Caucus Rooms; Holocaust
Remembrance; April 12, 2013; 9:00 a.m. to 2:00 p.m.; Meg Osborne
b. Request for Use of Caucus Room; Veteran Day Judging; November 1, 2013; Noon
– 2:00 pm; Meg Osborne
c. Request for Use of Gazebo and Common Grounds; Holiday on the Square;
November 23, 2013; 8:00 am to 9:00 pm; Meg Osborne
d. Request for Use of City Streets; Marathon; Weekend of April 19, 2014; Todd
Oliver, Carmel Road Racing Group
e. Request for Use of Reflecting Pond; R/C Submarine Convention; August 2, 3, 4,
2013; Chris Campbell; Indianapolis Admirals
f. Request to Use of City Streets; Race; April 13, 2013; 8:30 am to 10:30 am; Michael
Ducy, Northview Church
g. Request to Use Veteran’s Memorial Plaza; Ceremony; May 24, 2013; 9:00 am to
2:00 pm; Meg Osborne
h. Request to Use City Streets; Race; March 23, 2013; 9:00 am to Noon; Terry
Townsend, Indy Runners
5. OTHER
a. TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert
Potokar, HOA Traditions on the Monon
b. TABLED: Request for Dedication of Street; Mayflower Park; Charles Phipps,
Mayflower Business Park
c. Uniform Conflict of Interest; Scott Osborne
d. Resolution BPW-02-20-13-09; A Resolution of the City of Carmel Board of Public
Works and Safety; Approving the Sale of Certain Obsolete and Unused City Fire
Department Turnout Gear to the Rotary Club of Carmel, Indiana; Douglas Haney,
City Attorney
6. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, FEBRUARY 6, 2013 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:00 a.m.
MEMBERS PRESENT
Mayor James Brainard; Board Member; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy
Johnson
MINUTES
Minutes for the January 9, 2013 Regular Meeting were approved 3-0.
BID/QUOTE OPENINGS AND AWARDS
Bid Opening for Wastewater Treatment Plant Expansion, Final Clarifier and Miscellaneous
Improvements; Mayor Brainard opened and read the bids aloud;
Company Amount
Hagerman $4,787,000.00
MK Betts $3,423,000.00
Thieneman Construction $3,534,000.00
The bids were given to John Duffy, Director of the Department of Utilities for review and
recommendation.
Quote Opening for the 12” Water Main Relocation for River Road Culvert Replacement over Elizabeth
Warren Drain; Mayor Brainard opened and read the quotes aloud;
Company Amount
Culy Construction $28,971.00
TSW Utility Solution $50,000.00
Atlas Excavating $22,315.00
The quotes were given to John Duffy, Director of the Department of Utilities for review and
recommendation.
Bid Award for the River Road Culvert Replacement over Elizabeth Warren Drain; ($659,671.00);
Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
PERFORMANCE RELEASES
Resolution Number BPW-02-06-13-02; Village of West Clay Section 5003; Lot Frontage Sidewalks;
Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Resolution Number BPW-02-06-13-04; Sanctuary Sections 1, 2, &4A; Interior Streets, Streets, Asphalt
Streets; Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Resolution Number; BPW-02-06-13-05; Cobblestone Commons; Water Line installation, Sanitary
Sewer Main Install; Board Member Burke moved to approve. Board Member Watson seconded.
Approved 3-0.
CONTRACTS
Tabled 1/9/13; Request for Purchase of Goods and Services; LS Olds Consulting; ($60,000 + Cell
phone expense); Board Member Burke moved to remove from table. Board Member Watson seconded.
Item removed from table. There was brief discussion. Mayor Brainard stated this was on the agenda
in error. This contract is not between the City and Mr. Olds, but the CRC and Mr. Olds. Requested
item be withdrawn. Board Member Burke moved to withdraw. Board Member Watson seconded. Item
withdrawn 3-0.
Resolution Number; BPW-02-06-13-01; A Resolution of the City of Carmel Board of Public Works and
Safety Acknowledging Receipt of Contract; Revenue Deposit Agreement between the City of Carmel
and the Carmel Redevelopment Commission; Board Member Burke moved to approve. Board Member
Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Perennials Plus; ($12,112.00); Hanging Baskets; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Perennials Plus; ($15,649.50); 2013 Annuals; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Signal Construction; ($23,765.00); Board Member
Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Brown Equipment Company; ($165,000.00); Street
Sweeper; Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Gerig-Ottenweller; ($659,671.00); River Road Culvert
Replacement over Elizabeth Warren Drain; Board Member Burke moved to approve. Board Member
Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Additional Service #2; Clark Dietz; ($12,000.00); Retail
Parkway Extension; Board Member Burke moved to approve. Board Member Watson seconded.
Approved 3-0.
Request for Agreement between the City of Carmel and Hamilton County Humane Society; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Purchase of Goods and Services; Grunau Company; ($1,320.00); Fire Protection
Maintenance; Board Member Burke moved to approve. Board Member Watson seconded. Approved
3-0.
Request for Contract with the Carmel Fraternal Order of Police Lodge 185; Board Member Burke
moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Contract with the Carmel Professional Firefighters Association; Board Member Burke
moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Addendum to the Service Agreement; City of Carmel and PAETEC; Board Member Burke
moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Settlement Agreement; City of Carmel and Jim/Anita Siccardi; ($5,000.00); Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Settlement Agreement; City of Carmel and Verizon Wireless; Board Member Burke moved
to approve. Board Member Watson seconded. Approved 3-0.
CITY FACILITIES/STREETS/USE
Request for Use of Center Green; Friday, February 15, 2013; 6:30 p.m. to 9:30 p.m.; Software
Engineering Professionals (SEP); Board Member Burke moved to approve. Board Member Watson
seconded. Approved 3-0.
Request for Closure of City Streets; Art of Wine; Saturday, July 20. 2013; 10:00 a.m. to Midnight;
Megan McVickers; Board Member Burke moved to approve. Board Member Watson seconded.
Approved 3-0.
Request for Use of Gazebo; Thursday, April 11 and May 2, 2013; 6:00 pm to 9:00 pm; Carmel Young
Life; Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for use of City Streets; Race; Thursday, November 28, 2013; 5:00 a.m. to Noon; Set up –
Wednesday, November 27, 2013; 8:00 am to 6:00 pm; Michael Ducy, Outreach on the Run; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Use of Center Green; Race; Saturday, March 16, 2013; 7:00 am to 2:00 pm; Jayson
Parker, Tatum’s Bags of Fun; Board Member Burke moved to approve. Board Member Watson
seconded. Approved 3-0.
Request to Use Gazebo; Wedding; Sunday, June 23, 2013; 2:30 pm to 6:00 pm; Emily Leshon; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request to Use Council Chambers; Meeting; Thursday, April 18, 2013; 6:30 pm to 8:30 pm; Wendy
Blake; Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request to Use Gazebo and Common Grounds; Wedding; Friday, June 21, 2013, 8:00 am to Midnight;
Rehearsal; Thursday, June 20, 2013; Britney Rogers; Board Member Burke moved to approve. Board
Member Watson seconded. Approved 3-0.
OTHER
REMAINS TABLED: Request for Dedication of Streets; Traditions on the Monon
Uniform Conflict of Interest; Richard Viehe, Gregory Webb
Request for Stop Loss Renewal; Board Member Burke moved to approve. Board Member Watson
seconded. Approved 3-0.
Request for Warranty Deed; Clarian Health Partners; Board Member Burke moved to approve.
Board Member Watson seconded. Approved 3-0.
Request for Dedication of Right of Way; Community Drive; Board Member Burke moved to approve.
Board Member Watson seconded. Approved 3-0.
Request for Dedication of Street; Mayflower Park; Board Member Burke moved to approve. Board
Member Watson seconded. There was brief discussion. Board Member Burke moved to table. Board
Member Watson seconded. Item tabled 3-0.
Request for Variance; Landscaping in Easement; Overbrook Farms; Board Member Burke moved to
approve. Board Member Watson seconded. Approved 3-0.
Request for Performance Guarantee Reduction; Cobblestone Commons; ROW Improvements; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Performance Bond Reduction; Village of West Clay; Various Sections; Board Member
Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Stormwater Technical Standards Variance; Carmel Corners Retail Center; Board Member
Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Curb Cut Vacation; Curb Cut Relocation; Lane Restrictions; 32 1st Avenue NE; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request Open Pavement Cut/Lane Closure; 13200 Ditch Road; Board Member Burke moved to
approve. Board Member Watson seconded. Approved 3-0.
Request for Open Pavement Cut/Lane Closure; 10240 Ditch Road; Board Member Burke moved to
approve. Board Member Watson seconded. There was brief discussion. Item amended. Board
Member Burke moved to amend. Board Member Watson seconded. Item amended. Board Member
Burke moved to approve. Board Member Watson seconded. Approved as amended 3-0.
Request for Open Pavement Cut/Street Closure/Sidewalk Closure; 2nd Avenue NE; Board Member
Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Open Pavement Cut/Lane Closure/Sidewalk Closure; 4th Avenue S.W.; Board Member
Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Additional Curb Cut; 10550 Hussey Lane; Board Member Burke moved to approve.
Board Member Watson seconded. Approved 3-0.
Request for Lane Closure; West 116th; AT&T Replacement Work; Board Member Burke moved to
approve. Board Member Watson seconded. Approved 3-0.
Request for Lane/Shoulder Closure; Keystone Parkway south of 116th Street; Woodland Golf Course;
Board Member Burke moved to approve. Board Member Watson seconded. Approved 3-0.
Request for Replats Lots 14-16 Towne Oaks Estates; Board Member Burke moved to approve. Board
Member Watson seconded. Approved 3-0.
Request for Final Plat; Kunkle Subdivision – 14127 North Gray Road; Board Member Burke moved to
approve. Board Member Watson seconded. Approved 3-0.
Request for Conservation Easements; Brookshire Golf Course; Board Member Burke moved to
approve. Board Member Watson seconded. Approved 3-0.
ADD – ON
Sandra Johnson, Deputy Clerk Treasurer requested the 2013 Police Vehicle bid award be added to the
agenda. Board Member Burke moved to add. Board Member Watson seconded. Item added. Bid
award to Dan Young Tipton, which was the lowest and most responsive bid. Board Member Burke
moved to approve. Board Member Watson seconded. Approved 3-0.
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:38 a.m.
_____________________________________
Diana L. Cordray, IAMC
Clerk-Treasurer
Approved
____________________________________
Mayor James Brainard
ATTEST:
___________________________________
Diana L. Cordray, IAMC
Clerk-Treasurer