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Home My WebLink AboutBPW 03-20-13 Paperless Board of Public Works and Safety Meeting AGENDA Wednesday, March 20, 2013 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a Minutes from the March 6, 2013 Regular Meeting 2. BID/QUOTES OPENING/AWARDS a Bid Opening for Nash Building Utility Relocation; Mike McBride, City Engineer b Bid Opening 136th Street Culvert Replacement at Anson Almond Arm; Mike McBride, City Engineer c Quote Opening for Fiber Optic Conduit; John Duffy, Director of the Department of Utilities d Quote Opening for 106th Street, Orchard Crossing to Westfield Blvd Water main Extension; John Duffy, Director of the Department of Utilities 3. PERFORMANCE BONDS a Resolution No. BPW-03-20-13-02; Autozone #4533; Right of Way; Autozone Development Corporation 4. CONTRACTS a Request for Purchase of Goods and Services; CrossPointe Studios; ($5,000.00); Faces and Places Video Profile; Nancy Heck, Director of Department of Community Relations b Request for Purchase of Goods and Services; HWC Engineering; ($75,000.00); Small Structure Inventory – Drainage Structure; Mike McBride, City Engineer c Request for Purchase of Goods and Services; RW Armstrong; ($35,000.00); Design Supplemental – Midtown Redevelopment; Mike McBride, City Engineer d Request for Purchase of Goods and Services; Rob DeRocker; ($125,000.00); Public Relations Services; Nancy Heck, Director of Department of Community Relations e Request for Purchase of Goods and Services; Omni Centre for Public Media; Additional Service; ($2,400.00); Videos of City Events at $300.00 each, Farmer’s Market at $600.00; Nancy Heck, Director of Department of Community Relations f Request for Purchase of Goods and Services; Omni Centre For Public Media; Additional Service; ($13,125.00); Event Videos; Nancy Heck, Director of Department of Community Relations g Request for Purchase of Goods and Services; Omni Centre For Public Media; Additional Service; ($18,500.00); Equipment Maintenance Contract; Nancy Heck, Director of Department of Community Relations h Request for Purchase of Goods and Services; Omni Centre for Public Media; Additional Service; ($75,000.00); Cable Channel Production; Nancy Heck, Director of Department of Community Relations i Request for Purchase of Goods and Services; VS Engineering; ($78,600.00); Construction Inspection – River Road Culvert Replacement; Mike McBride, City Engineer j Request for Purchase of Goods and Services; American Structurepoint; ($16,130.00); Storm and Water Structure Relocation Parcel 5 (CRC Project) – Design; Mike McBride, City Engineer k Request for Purchase of Goods and Services; VSP; Contract Renewal; Barb Lamb, Human Resource l Request for Agreement between City of Carmel and Clay Township; Fire Protection; Douglas Haney, City Attorney m Resolution BPW-03-20-13-03; A Resolution of the City of Carmel, Indiana Board of Public Works and Safety Acknowledging Receipt of Parking Management Agreement Regarding Carmel Lofts; Mayor Brainard 5. CITY FACILITIES/STREETS/USE a Request for Use of Gazebo; Celebrate Earth Hour; Saturday, March 23, 2013; 8:00 pm to 9:30 pm; Carmel Green Initiative b Request for Use of Fountain Area; May 29, 2013; 6:00 am to 10:00 am; Hoosier Burn Camp Ride 6. 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 Resolution No. BPW-03-20-13-01; A Resolution of the City of Carmel, Indiana Board of Public Works and Safety Establishing Presentation of Pistol and Badge; Chief Tim Green, Carmel Police Department d Request for Request for Inter-local Agreement – City of Carmel and Town of Fishers; Fiber Optic Conduit; John Duffy, Director of the Department of Utilities e Request for Sidewalk Closure; CE Corner N. Rangeline Road at 131st Street; John Hughey, Bone Dry Roofing f Request for Commercial Curb Cut; McDonald’s; Blair Carmosino, Carmosine Group g Request for Storm Water Technical Standards Variance; Andrew Taylor, American Structurepoint h Request for Vacation of Existing Curb Cut; Kunkle Subdivision; 14126 N. Gray Road; Mr/Mrs Craig Kunkle 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, MARCH 6, 2013 –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 February 20, 2013 Regular Meeting were approved 2-0. BID/QUOTE OPENINGS AND AWARDS Bid Opening for 106th and Illinois Water Main Extension; Board Member Burke opened and read the bids aloud; Company Amount Atlas Excavating $168,488.00 The bids were given to John Duffy, Director of the Department of Utilities for review and recommendation. Bid Opening for Illinois Street Extension – Tree Clearing; Board Member Burke opened and read the bids aloud; Company Amount Asplundh $168,075.00 Monroe, LLC $ 63,888.00 Yardberry Landscape $ 87,225.30 Gradex, Inc. $142,403.00 Fitzgerald & Fitzgerald $199,000.00 Renascent $ 74,906.49 The bids were given to Katie Neville, Engineering Department for review and recommendation. Bid Award for the 96th and Town Water Main Extension; TSW Utility Solutions; ($306,358.00); this was the lowest most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Bid Award for the Wastewater Treatment Plant Expansion; MK Betts; ($3,423,000; this was the lowest most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. PERFORMANCE RELEASES Resolution No. BPW-02-20-13-01; Village Green Section Two; Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-02-20-13-02; Lakeside Park Section Three; Interior Sidewalks; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-02-20-13-05; Stanford Park Sections, 1, 2, 2B; Builder Walks; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-03-06-13-01; Heather Knoll Section 3; Builder Concrete Walks Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW 03-06-13-02; Meadows Section 1 and Overlook Section 1; Sanitary Sewer Main; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-03-06-13-04; One One Six at College Apartments; Right of Way; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. CONTRACTS Request for Purchase of Goods and Services; Additional Service #2; First Group Engineering; ($22,000.00); Structure Replacement for William’s Creek Crossing; Design Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Additional Service Simon & Company; ($11,000.00); Consulting Fees; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Environmental Labs License Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Change Order #1; Final; E&B Paving; (increase $137,142.81); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Final Inspection and Recommendation for Acceptance; Cool Creek North Trail; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Additional Service #2; Schneider Corporation; ($18,955.00); 106th Street Path Illinois to Ditch; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; First Mile Technologies; ($16,200.00); Fiber Optic; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Settlement Agreement; Mr./Mrs. Dean Mazdai; ($6,000.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-03-06-13-03; A Resolution Acknowledging Receipt of Contract; Master Service Agreement; City of Carmel and Indiana University Health; ($458,550.00); City Employee Health Clinic; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. CITY FACILITIES/STREETS/USE Request for Use of City Streets; Race; Addendum for March 16, 2013; Shamrock Shuffle; Tatum’s Bags of Fun; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Use of City Streets; Race; Saturday, April 27, 2013; 7:00 am to Noon; Indiana Spine Group; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Use of Japanese Garden; Ceremony; Thursday, March 21, 2013; 3:30 pm to 6:30 pm; Carmel Green Teen; 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 TABLED: Request for Dedication of Street; Mayflower Park; Charles Phipps, Mayflower Business Park Request for Variance; Deck in Easement; 9719 Innisbrook; Shelborne Green; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Variance; Garage in Easement; 9921 Birchwood Court; Timber Heights; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Commercial Curb Cuts – The Bridges Commercial Project; (4) Four Total; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Lane Restrictions & Pathway Closures; Various Locations; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Lane Closure and Pathway Closures; Pennsylvania Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Lane Restrictions and Open Pavement Cut; 111th Street – Springmill to Pennsylvania; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Temporary Construction Entrance; 1388 Queen Way; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Temporary Construction Entrance; 12704 Norlfolk Lane; Lot 45; Claybridge Springmill Subdivision; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Variance; Bickford of Carmel; Floodplain Management Variance; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Variance of Carmel City Code; The Bridges Commercial Amenity Phase 1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Dedication of Right-of-Way; Carmel Hope Church; Carey Road; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Dedication of Right of Way; College Avenue; One One Six College Apartments; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Dedication of Right of Way; The Bridges; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Replat Approval; Cobblestone Commons; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Performance Bond Reduction; One One Six Apartments; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Stormwater Technical Variance; St. Vincent Carmel Women’s Health Center; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Stormwater Technical Manual Variance; The Bridges; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Acknowledge Uniform Conflict of Interest Statement; Nancy Heck ADJOURNMENT Board Member Burke adjourned the meeting at 10:07 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 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 “Nash Utility Relocation Project” at the office of the Clerk Treasurer, One Civic Square, Carmel, Indiana (City Hall) until 10:00 am EST on or before, Wednesday, March 20, 2013 and commencing as soon as practicable thereafter, 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 – PARCEL 9-54, NASH UTILITY RELOCATION, S. RANGE LINE, CARMEL. 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 and 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 a performance bond, 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: PROJECT DESCRIPTION Removal of existing storm sewer, 12” water main, concrete sidewalk. Installation of new storm sewer, structures, pipes and water main. Provide barriers, fencing, gates, gravel entrance drive, wheel wash, concrete walk, curbs and removal of existing street light and store. 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 Department of Engineering – 1st Floor One Civic Square Carmel. IN 46032 (317) 571 2441 Marbaugh Reprographics Supply Co., Inc. (http: www.marbaugh.com) 801 North Capitol Avenue Indianapolis, Indiana 46204 (317) 631-1000 Phone (317) 631-1130 Facsimile Copies of such Contract Documents may be obtained from Marbaugh Reprographics Supply Co. Inc., at the address stated above, for a non-refundable fee of $ 50.00. The Contract Documents may include full-size drawings. Bidders shall assure that they have obtained the complete 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. Wage rates for the Project shall not be less than the current prescribed scale of wages as determined by the Common Construction Wage Committee in accordance with I.C. 5-16-7 and included in the Project Manual. A pre-bid conference for discussion of the Project, the bidding requirements and other important matters will be held on Monday, March 11, 2013 at 11:00 am EST in the Caucus Room on 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. For special accommodations needed by handicapped individuals planning to attend the pre-bid conference or public bid opening meeting, please call or notify the City of Carmel, Engineer’s Office at (317) 571-2441 at least forth eight (48) hours prior thereto. No bidder may withdraw any bid or proposal within a period of thirty (30) days following the date set for receiving bids or proposals. 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 thirty (30) days and said bids or proposal shall remain in full force and effect during said period. The City of Carmel reserves 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. _____________________ Diana L. Cordray 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 “136th Street Culvert Replacement at Anson Almond Arm Project” at the office of the Clerk Treasurer, One Civic Square, Carmel, Indiana (City Hall) 10:00 a.m. Local Time on or before Wednesday, March 20, 2013, 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 – #13-02 – 136th Street Culvert Replacement at Anson Almond Arm 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 and 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 a performance bond, 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: The installation of approximately 40 feet of 3’ X 8’ box culvert replacement for the existing culvert crossing of 136th Street at the Anson Almond Arm of the Williams Creek drainage area. Also included in the project will be roadway pavement and shoulder replacement and ditch grading at the culvert ends. 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 Crossroad Engineers, PC Department of Engineering - 1st Floor 3417 Sherman Drive One Civic Square Beech Grove, IN 46107 Carmel, IN 46032 317-780-1555 (317) 571-2441 Attn: Trent Newport, P.E., L.S. Copies of such drawings and project manuals must be obtained from Crossroad Engineers, PC, at the address stated above, upon the payment of $75 for each set. These sets may include full-size drawings. Payment must be by check. NO CASH ACCEPTED. Make checks payable to CrossRoad Engineers, PC. 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. Wage rates for the Project shall not be less than the current prescribed scale of wages as determined by the Common Construction Wage Committee in accordance with I.C. 5-16- 7 and included in the Project Manual. A pre-bid conference for discussions of the Project, the bidding requirements and other important matters will be held on Wednesday, March 13, 2013 at 10:00 a.m. local time 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. For special accommodations needed by handicapped individuals planning to attend the pre-bid conference or 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. No bidder may withdraw any bid or proposal within a period of thirty (30) days following the date set for receiving bids or proposals. 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 thirty (30) days and said bids or proposal shall remain in full force and effect during said period. 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 Publication dates: Thursday, February 28, 2013 and Thursday, March 7, 2013 February 6, 2013 To: TPI JDH Culy Construction Attn: Brad R Ed Evans Aaron Anderson 478 N. County Rd 1100 E 8109 Network Dr. 5 Industrial Dr Zionsville, In 46077 Plainfield, In 46168 Winchester In, 47394 Subject: Fiber Optic Conduit Quotes, Contract 78B The City of Carmel is requesting price quotes to install approximately 5,450’ of a Fiber Optic Duct Bank consisting of three 1¼-in. HDPE conduits along Eller Road and in Heritage park in Fishers Indiana. The successful company for this work will be required to provide insurance certificates as described in the General Conditions. The scope of work is specified in the attached documents. Attached are the following 1) Price Quote Form. The Price given shall be full compensation for all work needed to complete scope of work as specified. Price is based on Unit Prices as indicated in the Quote Form and should include cost associated with mobilization and insurance. 2) Agreement & E-Verify Form 3) Drawings 1-6 4) Specification 01800, 02200, 02559, 02561, 02800, 03305 Your Quote will be opened at the Board Of Works & Safety Meeting on March 20, 2013 at 10:00 am. Your Quote must be submitted in a sealed envelope to the Clerk Treasurer’s Office at One Civic Square, Carmel, Indiana before 10:00 am on March 6, 2013. The Envelope must be marked “QUOTE-Fiber Optic Conduit, Contract 78B” . The Public is welcome to attend the opening of the quotes. I may be contacted at 317- 818-1805 with questions. Sincerely Tom Schreiber Jones & Henry Engineers, Ltd 1980 E. 116th St STE 260 Carmel, In 46032 Ph. 317-818-1805 C 317-431-1892 tschreiber@jheng.com 2/27/13 1 REQUEST FOR QUOTES Sealed Quotes for the106th STREET FROM ORCHARD CROSING TO WESTFIELD BOULEVARD WATER MAIN EXTENSION. Carmel Utilities, City of Carmel, Indiana 46032(herein called the "OWNER") will be received by the Owner at the office of the Clerk-Treasurer in City Hall, One Civic Square, Carmel, Indiana until MARCH 20, 2013 at 9:45 a.m. (local time). Any Quotes received later than the above time will be returned unopened. All Quotes will be publicly opened and read aloud at 10:00 a.m. on MARCH 20, 2013 at the Board of Public Works and Safety Meeting located in Council Chamber at City Hall, One Civic Square, Carmel, Indiana 46032. The work shall include the installation of approximately 974 lineal feet of 16-inch DR11 HDPE water main installed by means of horizontal directional drilling along the north side of 106th Street from Orchard Crossing to Westfield Boulevard related fittings, hydrants, service line connections, main connections related appurtenances and final restoration of all affected for a complete installation. An alternate bid will be accepted for open cut installation of 16” Ductile Iron Pipe. Work shall be constructed under a Unit Price Contract. Each Quote shall be completed using the Contractor's Quote Form (included with the Contract Specifications). Per Indiana Code 22-5-1.7-11, the Contractor entering into a contract with the Owner is required to enroll in and verify the work eligibility status of all its newly hired employees through the E-Verify program. The Owner reserves the right to waive any informalities or minor defects in quotes or quoting procedure, or reject any and all quotes, or to accept any quote as may be lowest or most responsible as exclusively determined by the Owner. Any quote may be withdrawn prior to the above scheduled time for the opening of quotes or authorized postponement thereof. No Contractor may withdraw a quote within 60 days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the Owner and the Contractor. Submission of a signed Quote Form by the Contractor constitutes acknowledgment of and acceptance of all the documents and terms and conditions of the Contractual-Legal Requirements and Technical Sections of the specifications in the Quote Package. The Contractor to whom the work is awarded will be required to furnish an acceptable Performance and Payment Bond each in the amount of 100% of the contract price and must be in full force and effect throughout the term of the Construction Contract plus a period of twelve (12) months from the date of final completion. The Contractor to whom the work is awarded will be required to purchase and maintain insurance coverage as described in the Contract Documents on an "occurrence basis". 2/27/13 2 Copies of the Drawings and Specifications for the work are on file in the office of Carmel Utilities, One Civic Square, Carmel, Indiana 46032;and the Engineer, CrossRoad Engineers, PC, 3417 Sherman Drive, Beech Grove, Indiana 46107, Telephone (317) 502-5620. CARMEL UTILITIES CITY OF CARMEL, INDIANA /S/ John Duffy, Utilities Director Attest: /S/Diana Cordray, Clerk-Treasurer