HomeMy WebLinkAboutBPW 06-19-13 Paperless
Board of Public Works and Safety Meeting
AGENDA
Wednesday, June 19, 2013 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a Minutes from the June 5, 2013 Regular Meeting
2. BID/QUOTE OPENING AND AWARDS
a. Bid Opening for the Sewer Rehab Project; John Duffy, Director of the Department of
Utilities
b. Bid Opening for Utility Relocations Parcel CRC Parcel 7C Project; Mike McBride,
City Engineer
3. PERFORMANCE BONDS
a. Resolution No. BPW-06-19-13-01; Sanctuary @116th Street Section 3; Platinum
Properties
4. CONTRACTS
a Request for Purchase of Goods and Services; Interlocal Agreement between
INDOT and City of Carmel; Regarding Intersection at 111th and Pennsylvania;
Mike McBride, City Engineer
b Request for Purchase of Goods and Services; Hittle Landscaping; ($214,707.88);
Mowing; Dave Huffman, Street Commissioner
c Request for Purchase of Goods and Services; Studio 13; ($7,195.00); Photography
of Department Directors and various location around the City; Nancy Heck,
Direction of Community Relations
d Request for Purchase of Goods and Services; Regal Printing; ($12,350.00); Signage
and Printing Service; Nancy Heck, Direction of Community Relations
e Request for Purchase of Goods and Services; Blue Dorian Jazz; ($600.00); Jazz on
the Monon; Nancy Heck, Direction of Community Relations
f Request for Purchase of Goods and Services; EA Outdoor Services; ($119,619.20);
Roundabout Maintenance; Dave Huffman, Street Commissioner
g Request for Purchase of Goods and Services; Fluid Waste Services; ($10,200.00);
Pipe Repair; Dave Huffman, Street Commissioner
h Request for Purchase of Goods and Services; Acknowledgement of Receipt of
Contract; CARMEL HIGH SCHOOL BAND BOOSTER; ($10,000.00);
Professional Service for performers on Public Streets in the Art and Design
District; Nancy Heck, Direction of Community Relations
5. CITY FACILITIES/STREETS/USE
a Request to Use Gazebo; Wedding; Sunday, August 11, 2013; Noon to 7:00 p.m.;
Gregory Spencer/Svetlana Walby
b Request to Use City Streets; Saturday, June 22, 2013; Noon to Midnight;
Kingswood HOA
c Request to Use Gazebo and Common Grounds; Concert; Various Dates; The
Gathering Place, Amanda Foust
6. OTHER
a TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert
Potokar, HOA Traditions on the Monon
b Request for Conditional Approval and Acceptance of Dedication and Deed of
Public ROW; Olive Garden Restaurant; Mike McBride, City Engineer
c Request for Stormwater Manual Variance Request; Carmel Racquet Club; Brian
Cross, CivilSite Group
d Request for Variance; Landscape in Easement; 1373 Worchester Drive; Mr./Mrs.
Malatestinic
e Request for Variance; Fence in Easement; 13226 Dumbarton Street; Mr./Mrs.
Marsden
f Request for Variance; ROW Improvements; Sophia Square Apartments; Lori
Swim, Sophia Square
g Request for Variance; Fence in Easement; 140 Ewing Court; Mr./Mrs. Chiado
h Request for Variance; Driveway in Easement; 14360 Smallstig; Jim Holley, CHMB
Partners
i Request for Lane Restriction; Hancock Street; Indiana Fiber Network; Kevin
Maxwell, CSU Contractors
j Request for Commercial Curb Cut; Village Center Townhomes; Dave Sexton,
Terra Site Development
k Request for Lane Restriction; 116th/Pennsylvania Street; Brian Cravens, OSP
Engineering
7. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, JUNE 5, 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
Mayor James Brainard, Board Member; Mary Ann Burke and Lori Watson, Clerk Treasurer; Diana L.
Cordray, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the May 15, 2013 Regular Meeting were approved 3-0.
BID/QUOTE OPENINGS AND AWARDS
Quote Opening for Well 30 Improvements; Mayor Brainard opened and read the quotes aloud;
Company Amount
Layne Water Resources $109.778.00
The quotes were given to John Duffy, Director of the Department of Utilities; The bid was awarded to
Layne Water Resources which was the lowest most responsive quote.
CONTRACTS
Request for Purchase of Goods and Services; Ely Enterprises; ($600.00); Art and Design District -
Jazz on the Monon Performance Fee; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Change Order #1; Milestone Construction; (Increase
$254,897.82); Paving; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request for Purchase of Goods and Services; Blonde Entertainment; ($600.00); Art and Design
District - Jazz on the Monon Performance Fee; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Heather Ramsey Clark; ($600.00); Art and Design
District - Jazz on the Monon Performance Fee; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Beth Maier Photography; ($2,500.00); Photography for
Art and Design District’s events; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Melrose Pyrotechnics; ($25,000.00); Carmel Fest
Fireworks; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request for Purchase of Goods and Services; Pedcor; ($202,293.47); Seventh Amendment to Lease
(expires 8/26/13) Utilities; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request for Purchase of Goods and Services; Additional Service #1; Chris Burke Engineering;
($35,000.00); Stormwater Program and Capital Improvement Budget Study; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; The Omni Centre For Public Media; $15,000.00); CRC
Monthly Meetings, Live Broadcast, Upload Meeting to Granicus; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Paddack’s; ($800.00); Moving Stage Trailer; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Leach & Russell; ($43,200.00); Energy Center
Maintenance; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
CITY FACILITIES/STREETS/USE
Request to Use Gazebo; Concert; Saturday, June 22, 2013; 7:00 a.m. to 11:00 p.m.; Indiana Wind
Symphony; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request to Use City Streets; Neighborhood Picnic; Saturday, June 29, 2013; 4:00 p.m. to Mid-night;
Avian Glen Neighborhood Association; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Request to Use Center Green; Picnic; Monday, June 17, 2013; 10:000 a.m. to 2:00 p.m.; Booth
Tarkington Civic Theatre; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request to Use Center Green; Picnic; Tuesday, June 18, 2013; 10:000 a.m. to 2:00 p.m.; Booth
Tarkington Civic Theatre; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request to Use Center Green; Picnic; Friday, June 14, 2013; 5:00p.m. to 10:00 p.m.; Booth
Tarkington Civic Theatre; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request to Use City Streets; Tour De Carmel; Saturday, September 14, 2013; 6:00 a.m. to 1:00 p.m.;
Carmel Clay Parks and Recreation; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request to Use Caucus Room; Several Dates; Carmel Clay Historical Society; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use City Streets; Fall Event; Saturday, October 26, 2013; 9:00 a.m. to 8:00 p.m.; Clay
Terrace; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request to Use City Streets; Event; July 4, 2013; 2:00 p.m. to 10:00 p.m.; Detour An American Grille;
Board Member Burke moved to approve. Board Member Watson seconded. There was extensive
discussion. Request approved 3-0.
OTHER
REMAINS TABLED: Request for Dedication of Streets; Traditions on the Monon
Request for Agreement with Upper White River Watershed; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Easement; Water Line; Target Corporation; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Vacation of Right of Way; Liverpool Drive and Humber Court; Meridian Suburban; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Storm Water Technical Standards Variance; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Storm Water Technical Standards Variance; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Storm Water Technical Standards Variance; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Variance; Fence in Easement; 12528 Horesham Street; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; Fence in Easement; 12530 Pebblepoint Pass; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; Landscape in Easement; 11416 Lakeshore Drive West; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; Right of Way Improvements; Sanctuary at 116th Street Amenity Area; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Curb Cut; Sanctuary at 116th Street Amenity Area; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Temporary Construction Entrance; Gray Road @ Brookshire Golf Course; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Approval of Donation; Lazy Boy Chairs; The Room Place; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
ADJOURNMENT
Board Member Burke adjourned the meeting at 10:27 a.m.
_____________________________________
Diana L. Cordray, IAMC
Clerk-Treasurer
Approved
____________________________________
Mayor James Brainard
ATTEST:
__________________________________
Diana L. Cordray, IAMC - Clerk-Treasurer
City of Carmel
Bid Notice
Sealed Bids for the City of Carmel, Indiana, Sewer Rehabilitation, 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 June 19, 2013. 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 June 19, 2013, in
Council Chambers at City Hall. The Bid should be clearly marked "BID
ENCLOSED Sewer Rehabilitation, Contract 81 on the outside of the envelope,
and as otherwise set forth in the Bid Documents.
In general, the work consists of; furnishing and installing a liner in approximately
1,222 ft. of 36-in. and 547 ft. of 15-in. diameter sanitary sewers with full circle
main line lateral tee liners 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
at cost from Eastern Engineering Supply at 1239 North Wells St., Fort Wayne,
Indiana 46808, (www.easternengineering.com, phone no. 260.426.3119, fax no.
260.426.3101) for each set of Bid Documents.
A non-mandatory attendance Pre-Bid meeting will be held on June 5th, 2013 at
2:30 pm on site in the area of Northern Beach/Oak Hill Mansion located south of
116th St. between the White River and Hazeldell Parkway in Carmel, Indiana.
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 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
City of Carmel, Indiana
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 “Parcel 7C-6,
Ditch Piping and Utility Relocations, Carmel Project” at the office of the Clerk
Treasurer, One Civic Square, Carmel, Indiana (City Hall) until 10:00 am Local Time on
or before, June 19, 2013 and commencing as soon as practicable therefore on
Wednesday, June 19, 2013, 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 7C-6, DITCH PIPING AND UTILITY RELOCATION, 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:
Extension of the existing 12 inch Water Main, Piping of the existing ditch, removal
of existing storm piping under 3rd Avenue SW, concrete curbs, paver walkway,
asphalt pavement, handicap ramp, concrete pavement, drainage structures and
piping, and coordination of existing utilities from aerial to buried.
PROJECT DESCRIPTION
Contract Documents for the Project have been assembled into one bound project manual,
which together with drawings, may be examined at the following locations:
American Structurepoint
7260 Shadeland Station
Indianapolis, Indiana 46256
317-547-5580
Attn: Bob Olson
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 drawings and project manuals must be obtained from Marbaugh
Reprographics Supply Co., Inc at the address stated above, upon the payment of $ 75.00
for each set. These sets may include full-size drawings. Payment must be by check. NO
CASH ACCEPTED. Make checks payable to American Structurepoint. All payments
and cost 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 discussion of the Project, the bidding requirements and other
important matters will be held on Monday, June 10, 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