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Home My WebLink AboutBPW 07-17-13 Paperless Board of Public Works and Safety Meeting AGENDA Wednesday, July 17, 2013 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a Minutes from the July 3, 2013 Regular Meeting 2. PUBLIC HEARING a. Public Hearing regarding the Lease of the Second Floor of the Lurie Building by the City of Carmel’s Utilities Department, John Duffy, Director of the Department of Utilities 3. BID/QUOTE OPENING AND AWARDS a. Bid Opening for Renovations to the Second Floor Unit, 30 West Main (Lurie Building); John Duffy, Director of the Department of Utilities 4. CONTRACTS a Request for Purchase of Goods and Services; Wetlands Mitigation Credit Purchase Agreement; Central Indiana Mitigation Providers, LLC and City of Carmel; Buck Greek Bank; ($75,000.00); Mike McBride, City Engineer b Resolution No BPW-07-17-13-01; A Resolution of the City of Carmel Board of Public Works and Safety Regarding an Office Lease for Carmel Utilities; John Duffy, Director of the Department of Utilities c Request for Purchase of Goods and Services; Lease Agreement Carmel Utilities Department and E. Lurie, LLC; John Duffy, Director of the Department of Utilities d Request for Purchase of Goods and Services; Legacy Photography & Design; ($9,000.00); Professional Service for Graphic Design; Nancy Heck, Director of Community Relations e Request for Purchase of Goods and Services; Kelleen Strutz; ($600.00); Jazz on the Monon – Carmel Art and Design District; Nancy Heck, Director of Community Relations f Request for Purchase of Goods and Services; Master Equipment Lease for Vactor Manufacturing Model 2115 Combination Sewer Cleaner; PNC Equipment Finance; ($384,000.00); John Duffy, Director of the Department of Utilities g Request for Purchase of Goods and Services; Amended and Reserved Conservation Easement - Brookshire; Indiana Department of Natural Resources; Mike McBride, City Engineer 5. CITY FACILITIES/STREETS/USE a Request to Use City Streets; Neighborhood Picnic; Sunday, July 28, 2013; 4:30 p.m. to 8:00 p.m.; Daniele Berker, West Village b Request to Use Caucus Room; Meeting; Tuesday, July 23, 2013; 7:00 p.m.to 8:30 p.m.; Mark Rupp, Westpark at Springmill c Request to Use Gazebo and Common Area; Wedding; Rehearsal; June 27, 2014; 4:00 p.m. to 6:00 p.m.; Wedding; Saturday, June 28, 2014; 1:00 p.m. to 7:00 p.m.; Sandy Johnson d Request to Use Gazebo and Common Area; Koi Show; June 5 – June 8, 2014; Richard Thomas e Request to Use City Streets; Race (5K); Saturday, June 21, 2014; 5:00 p.m. to 11:30 p.m.; Stacia Matthews, Indiana Spine Group 6. OTHER a TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert Potokar, HOA Traditions on the Monon b Letter Regarding the Carmel Lions Club Parking Lot usage June 2013 – June 2014; Carmel Lions Club c Request for Dedication of Public Rights of Way; GMRI, Inc; Michigan Road; Mike McBride, City Engineer d Request for Sidewalk Closure; Walgreens; The Centre Commercial Shopping; Jeff Mroz, Meyer-Najem Construction e Request for Lane Restriction 106th/Jumper Lane; Test Hole Locations; Richard Newell, Citizens Energy f Request for Lane Restrictions; 106th Street/Pennsylvania Street; Brian Cravens, OSP Engineering g Request for Variance; Right of Way Improvements; KRG Centre; Rick Radabaugh, Kite Realty Group, LLC 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, JULY 3, 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 June 19, 2013 Regular Meeting were approved 2-0. BID/QUOTE OPENINGS AND AWARDS Bid Opening for 2013 Paving Program; Mayor Brainard opened and read the quotes aloud; Company Amount E&B Paving $1,691,069.53 Milestone Contracting $1,778,145.85 Calumet $1,707,800.50 Rieth Riley $1,691,446.64 The quotes were given to Dave Huffman, Street Commissioner for review and recommendation. Request to Award Paving Bid to E&B Paving; ($1,691,069.53); this was the lowest most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3- 0. Request to award the Bid for Sewer Rehab Project to Layne In-Liner; ($446,550.00); this was the lowest most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; XC@ Software; ($7,000.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; License Agreement; 12156 Meridian Associates; Jazz on the Monon property; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Enfront, Inc.; ($2,250.00); Economic Development Campaign Planning; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Kopecky Family Band; ($5,000.00); Art of Wine – Carmel Art and Design District; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; CORE Planning Strategies; ($7,500.00); Condition Assessment Service for Sophia Square Parking Garage; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CITY FACILITIES/STREETS/USE Request to Use City Streets; Race; Saturday, September 21, 2013; 7:30 a.m. to 11:30 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Race; Saturday, September 28, 2013; 8:30 a.m. to 10:30 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Council Chambers; Meeting; August 5, 2013 1:00 p.m. to 3:00 p.m. and August 6, 2013; 9:00 a.m. to 1:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo and Common Area; Revival; August 23rd and 24th, 2013; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo and Common Ground; Presentation; Sunday, July 21, 2013; 6:30 p.m. to 8:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Homecoming Parade; Friday, September 20, 2013; 1:50 p.m. to 2:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. OTHER REMAINS TABLED: Request for Dedication of Streets; Traditions on the Monon Request for Consent to Encroach; Installation of decorative street signs & posts; decorative stop sings; etc.; Alexandria Apartments; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Replat of Block L – The Cottages at Carmel; Troy Terew, True North Surveying Request for Replat of Lot 11; Woodland Golf Club Subdivision, Section 4; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; Driveway in Easement; 3250 Whispering Pines Lane; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Variances; Ed Martin Buick GMC Parking Lot Expansion; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Variances; Tom Wood Subaru; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADD-ON Request to add item to the agenda; Board Member Burke moved to approve. Board Member Watson seconded. Add-On Approved 3-0. Resolution No. BPW-07-03-13-01; PRIF Credit for Anderson Birkla Project; Ashley Ulbricht, Assistant City Attorney; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:18 a.m. _____________________________________ Diana L. Cordray, IAMC Clerk-Treasurer Approved ____________________________________ Mayor James Brainard ATTEST: __________________________________ Diana L. Cordray, IAMC - Clerk-Treasurer Renovations to Second Floor Unit, Contract 91 AD-1 CITY OF CARMEL Advertisement for Bids CARMEL UTILITIES 760 3rd Avenue S.W., Suite 110 Carmel, Indiana 46032 PH (317) 571-2443 WATER UTILITY FAX (317)571-2265 WASTEWATER UTILITY ADVERTISEMENT / NOTICE TO BIDDERS CITY OF CARMEL, INDIANA RENOVATIONS, SECOND FLOOR UNIT 30 WEST MAIN STREET Contract No.91 Sealed Bids for the City of Carmel, Indiana, Proposed Renovations To Second Floor Unit, Located at 30 West Main Street – Contract No.91, 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 July 17, 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 July 17, 2013, in Council Chambers at City Hall. The Bid should be clearly marked "BID ENCLOSED PROPOSED RENOVATIONS TO SECOND FLOOR UNIT, 30 WEST MAIN STREET, CONTRACT NO.91 on the outside of the envelope, and as otherwise set forth in the Bid Documents. In general, the work consists of demolishing existing office space and the construction of new office space per the Bidding Documents. The project shall be a bid as a single prime package including general construction, mechanical, plumbing, and electrical work as required by these Bidding Documents, the Agreement Between Owner and Contractor, General Conditions (the “Agreement”), Specifications and Drawings. Copies of the Bidding Documents may be examined without charge at the office of the Utility Director, located at 760 3rd Avenue S.W., Carmel, IN 46032. Bidding documents may be purchased at the same location at a cost of $25 per set, payable by check only, and made out to Mawr Design, Inc.. Digital plans may be obtained for $15.00 by contacting john@mawrdesign.com. The successful bidder must have obtained a bid packet from Mawr Design, Inc.. A Pre-Bid meeting will be held on July 10th, 2013 at 10:00 am on site on the second floor of the building located at 30 West Main Street, 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; Renovations to Second Floor Unit, Contract 91 AD-2 CITY OF CARMEL Advertisement for Bids 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 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 CARMEL LIONS CLUB 141 East Main P.O. Box 1021 Carmel, Indiana 46082-1021 July 5,2013 Carmel Police Department Three Civic Square Carmel, Indiana 46032 Gentlemen: In accordance with the provisions of paragraph 4.2 of the lease agreement between the City of Carmel and the Carmel Lions Club for the parking lot, the attached list of Club events is furnished for the period July 2013 through June 2014. Yours tl~U0/'}·v.' f)CL*() ~ Rick Dossey Secretary Cc: Carmel Board of Public Works and Safety Letter (with attachment) delivered to City of Carmel, Board of Public Works and Safety on July 5, 2013: Signed for by ___.~_.~_.___ Letter (with attachment) delivered to City of Carmel, Chief of Police on July 5, 2013: Signed for by _~~_.~__.__. .------ Carmel Lions Club Meeting Sehedule The regularly scheduled meetings of the Carmel Lions Club for the period July 2013 through June 2014 are as follows: July 9, 2013 July 2013 August 27, 2013 September 10, 2013 September 24, 2013 October 8, 2013 October 22, 2013 November 12,2013 November 26,2013 December 10, 2013 January 14,2014 January 28, 2014 February 11, 2014 February 25, 2014 March 11,2014 .\-1arch , 2014 April 8,2014 April 22,2014 May 13,2014 May 27, 2014 June 10,2014 June 24, 2014 In addition, the following special Club events will be held at the Carmel Lions Club building during the period July 2013 through June 2014: July 4, 2013 Strawberry Festival August 16~17, 2013 Fish Fry October 26,2013 Fall Pancake Breakfast December 6-7, 2013 Fruit Sale April 5,2014 Rummage Sale April 19, 2014 Spring Pancake Breakfast