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Home My WebLink AboutBPW 08-21-13 PaperlessBoard of Public Works and Safety Meeting AGENDA Wednesday, August 21, 2013 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the August 7, 2013 Regular Meeting 2. BID/QUOTE OPENING AND AWARDS a. Bid Opening Snow Removal for Downtown Sidewalks; Dave Huffman, Street Commissioner b. Bid Opening Brookshire Cell Tower; Mike Hollibaugh, Director of the Department of Community Service 3. PERFORMANCE RELEASES a. Resolution BPW 08-21-13-01; Stafford Place Sections 1&#; Streets, Monuments and Markers; Storm Sewers, Street Signage, Sidewalks/Paths, Concrete Curbs; Dawn Barnett, Drees Homes b. Resolution BPW 08-21-13-02; Village Green; Section 2; Interior Walks; Dawn Barnett, Drees Homes c. Resolution BPW 08-21-13-03; Opus North; Water and Sewer Lines; John Duffy, Director of the Department of Utilities 4. CONTRACTS a. Request for Purchase of Goods and Services; Gridlock Traffic System; ($76,811.86): Dave Huffman, Street Commissioner b. Request for Purchase of Goods and Services; Eighth Amendment to Lease; Pedcor; John Duffy, Director of the Department of Utilities 5. CITY FACILITIES/STREETS/USE a. Request to Use Caucus Room; Meeting; Various Dates; 6:15 p.m. to 8:15 p.m.; Carmel Green Teen b. Request to Use Caucus Room; Meeting; Tuesday September 10, 2013; 7:00 p.m. to 8:30 p.m.; Westpark at Springmill c. Request to Use Caucus Room; Meeting; Tuesday November 19, 2013; 7:00 p.m. to 8:30 p.m.; Westpark at Springmill d. Request to Use City Streets; Neighborhood Cook-out; Saturday, September 7, 2013; 9:00 a.m. to 5:00 p.m.; Lakewood Gardens e. Request to Use City Streets; Race; Saturday, October 19, 2013; 8:00 a.m. to 11:00 a.m.; Trinity Free Clinic f. Request to Use Gazebo and Common Areas; National Night Out 2014; Tuesday, August 5, 2014; 5:00 p.m. to 8:30 p.m.; Ann Gallagher, Carmel Police Department g. Request to Use City Streets; Block Party; Saturday, September 14, 2013; 3:45 p.m. to 10:00 p.m.; Abney Glen 6. OTHER a. TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert Potokar, HOA Traditions on the Monon b. TABLED: Request for Replat of Lots 280 & 281; Woodland Springs; Troy Terew, True North Surveying c. Request for Vacate Public Right of Way; Rangeline Road at City Center; Les Olds, Director of the Department of Redevelopment d. Request for Secondary Plat Approval; Replat of Part D, VOWC Section 3004; Village Center Part 1; Dave Sexton, Terra Site Development e. Request for Variance Approval; Butler Hyundai; 96th and Randall Bypass; Andrew Taylor, American Structurepoint f. Request for Stormwater Technical Standard Variance Approval; Hadley Grove West 131st and Towne Road; Jim Shields, Weihe Engineers g. Request for Lane Restriction, Sidewalk and Parking Space Closure; Michael Polston, Pedcor Homes Corporation h. Request for Street Closures; Month of October; Village of West Clay Home-A- Rama; Mike McBride, City Engineer i. Request for Commercial Curb Cut; Village Center Townhomes Phase 2; Dave Sexton, Terra Development j. Request for Commercial Curb Cut; Danny Boy Beerworks; Dave Sexton, Terra Development k. Request for Variance; Landscape in Easement; 5422 North Grandin Hall Circle; Matthew/Amanda Barth l. Request for Variance; Installation of 4” Drainage Tile Within Easement; 12348 St. Armands Circle; Awilda Peralta m. Request for Variance; Installation of 4” Drainage Tile Within Easement; 12354 St. Armands Circle; Anthony Smith n. Request for Variance; Driveway in Easement; 13160 Carmichael Lane; Neil Sheffler o. Request for Acknowledging Receipt of Contracts; Art Grants; Mayor James Brainard Resolution BPW 08-21-13-04; Actor Theatre of Indiana Resolution BPW 08-21-13-05; Carmel Arts Council Resolution BPW 08-21-13-06; Carmel Clay Historical Society Resolution BPW 08-21-13-07; Carmel Community Players Resolution BPW 08-21-13-08; Carmel Fountain Square Committee Resolution BPW 08-21-13-09; Carmel Symphony Orchestra Resolution BPW 08-21-13-10; Central Indiana Dance Ensemble Resolution BPW 08-21-13-11; Friends Helping Friends Resolution BPW 08-21-13-12; Gregory Hancock Dance Resolution BPW 08-21-13-13; Indiana Ballet Conservatory Resolution BPW 08-21-13-14; Indiana Wind Symphony Resolution BPW 08-21-13-15; Indianapolis Symphony Choir Resolution BPW 08-21-13-16; International Talent Academy Resolution BPW 08-21-13-17; Museum of Miniature Houses 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, AUGUST 7, 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 July 17, 2013 Regular Meeting were approved 3-0. BID/QUOTE OPENINGS AND AWARDS Bid Award for Renovations to the Second Floor Unit, 30 West Main (Lurie Building); JBM Contractors; ($164,918.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. PERFORMANCE RELEASES Resolution BPW 08-07-13-01; Village of West Clay Section 10010C; Water; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW 08-07-13-02; Legacy Master Infrastructure Phase 2, Meadows Section 1, Overlook Section 1; Legacy Residential Section 1, Phase 1; Water; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW 08-07-13-03; Stafford Place Section 3; Sanitary Water and Sewers; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW 08-07-13-04; Falcon Nest II; Curb and Gutter; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; E&B Paving; ($1,691,069.53); Street Resurfacing; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Additional Service #1; Central Indiana Hardware; ($21,826.42); Replacement Doors; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; SEH Technology; ($4,000.00); Permitrack Software; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; RA Smith National; ($3,750.00; Stormwater Program Inspection Set up and Training; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Additional Services #2; Christopher Burke Engineering; ($25,750.00); Stormwater Program; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Party Time; ($12,400.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Change Order #13; Reith Riley; (Decrease $200,962.81); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CITY FACILITIES/STREETS/USE Request to Use Gazebo and Common Areas and City Streets; Run/Walk; Sunday, October 6, 2013; 7:00 am to 6:00 pm; Mike Ainley, Hamilton County Crop Hunger Walk; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Bike Tour; September 7 and 8, 2013; National Multiple Sclerosis Society; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Council Chambers; Storytelling; Tuesday, August 13, 2013; 7:00 am to 9:30 am; Jim Doyle, Hamilton County Leadership Academy; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Neighborhood Party; Sunday, September 1, 2013; Noon to Midnight; Kevin Kleva, Shelborne Park; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; 5k Run/Walk; Saturday, September 28, 2013; 6:30 am to 11:30 am; Creekside Middle School; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Neighborhood Party; Saturday, August 10, 2013; 3:00 pm to 11:00 pm; Chris Larkin, Village of West Clay; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo and Common Area; Gathering; Sunday, September 1, 2013; 10:00 am to 1:00 pm; Jim Martenson, North Park Community Church; 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 Easement Agreement; Water Line; Chief Financial Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Easement Agreement; Water Line; Meridian Hotel Partners; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Secondary Plat Approval; Village of West Clay Section 8002; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Secondary Plat Approval; Inglenook Section 1B; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Replat of Lots 280 & 281; Woodland Springs; Troy Terew, True North Surveying; Petitioner request to table. Board Member Burke moved to table. Board Member Watson seconded. Item Tabled Request for Dedication of Right of Way; Bethlehem Lutheran Church; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Dedication of Right of Way; St. Julian Street; Village of West Clay Section 6001/6002; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Stormwater Variance Approval; Village Center Townhomes; Section 303.07; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Curb Cut; McDavitt Property; Birdsong Lane; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Curb Cut; Wagner Reese Law Firm; Pennsylvania Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Curb Cut; Bethlehem Lutheran Church; Main Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Variance; Driveway in Easement; 14112 Sourwood Lane; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 ADD ON Request to add on item to agenda; Mike McBride, City Engineer; Board Member Burke moved to add on. Board Member Watson seconded. Request approved 3-0 Request to Approve Bid Award for the Parcel 7 ( C) Improvements; Morphey Construction; ($345,000.00); This was the Lowest Most Responsive Bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 Request for Purchase of Goods and Services; Morphey Construction; ($345,000.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0 ADJOURNMENT Mayor Brainard adjourned the meeting at 10:12 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 2013-2014 Sidewalk Snow Removal Sealed Bids for the City of Carmel, 2013-2014 – Sidewalk Snow Removal, 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 August 21st, 2013. The Bids will be publicly opened and read by the Board of Public Works and Safety at 10:00 am, in Council Chambers at City Hall on August 21st. No late bids will be accepted. A certified check or bid bond in the amount of ten percent (10%) of the bid must accompany all bids, and upon acceptance by the City of Carmel, a performance bond equal to one hundred percent (100%) of the bid will be required before work begins. General Form 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the word “BID – 2013-2014 Sidewalk Snow Removal” on the lower left hand corner of the envelope. All persons interested in bidding shall register a contact name and address with the Carmel Street Department to insure that all changes or questions and answers are available for review by all interested parties. The specifications are set forth in detailed documents on file at the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. Questions regarding this solicitation must be written and delivered to the Carmel Street Department. All responses will be written and made available at the Carmel Street Department. Please call the Carmel Street Department to confirm whether or not any such questions have been received and/or answered. The submitted proposals must comply with IC 36-1-9-8.5. The Carmel Board of Public Works and Safety 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. ___________________________ Diana L. Cordray, Clerk-Treasurer Publication Dates: Thursday, August 1st, 2013 Thursday, August 8th, 2013 NTB-1 NOTICE TO BIDDERS Department City of Carmel, Indiana Board of Public Works and Safety One Civic Square City of Carmel, Indiana 46032 Project: Telecommunication Tower on City-owned Real Estate Notice is hereby given that the Board of Public Works and Safety for the City of Carmel, Hamilton County, Indiana will receive sealed proposals for the above “Project” at the office of the Clerk Treasurer, One Civic Square, Carmel, Indiana (City Hall) 10:00 AM Local Time on or before August 21, 2013, and commencing as soon as practicable thereafter on the same date such proposals will be publicly opened and read aloud in the Council Chambers of City Hall. No late proposals will be accepted. The Project consists of, but is not necessarily limited to, the following: • Construction of a telecommunication tower at Brookshire Golf Club, 12120 Brookshire Parkway, Carmel, IN.; • Construction of +-2500 sq. ft. equipment structure to house telecommunication equipment; • Landscaping and paving of certain areas associated with the Project All proposals shall be properly and completely executed on the proposal forms provided, and conform to the specifications stated in Exhibit D. The non-collusion affidavit and certification of use of United States Steel Products, as listed in the proposal forms must be included within Offeror’s Exhibit E . The bid envelope must be sealed and have the words “PROPOSAL– Telecommunication Tower on City-owned Real Estate. A bid bond or certified check for ten percent (10%) of the bid amount must be submitted with each proposal. The amount shall be released if, upon final inspection, all work and improvements are satisfactory including the condition of adjacent city property which may be damaged due to construction of the Project. It is intended that actual construction of all work shall be started as soon as practicable, and each bidder shall be prepared to enter promptly into the License Agreement depicted as Exhibit C , and begin work without delay in the event they are awarded the Project. A pre-submittal meeting has been scheduled for Wednesday, August 14, 2013 at 10:00 A.M. in the Brookshire Golf Club Pro Shop, 12120 Brookshire Parkway, Carmel, Indiana. Following the pre- submittal meeting will be an opportunity to walk the Project site. Any parties planning to submit proposals for this Project are encouraged to attend this meeting. Proposal Documents for the Project may be obtained via email request or in person at the following location: Carmel City Hall - Department of Community Services 3rd Floor One Civic Square Carmel, IN 46032 (317) 571-2417 Email: mhollibaugh@carmel.in.us NTB-2 Bidders shall assure they have obtained the complete Proposal Documents and shall assume the risk of any errors or omissions in bids prepared in reliance on incomplete proposal documents. For special accommodations needed by handicapped individuals planning to attend the pre- submittal meeting or public bid opening meeting, please call or notify the City of Carmel, Department of Community Services, at (317) 571-2417, at least forty-eight (48) hours prior thereto. No bidder may withdraw any proposal within a period of sixty (60) days following the date set for receiving proposals. The Carmel Board of Public Works and Safety reserves the right to hold any or all proposals for a period of not more than sixty (60) days and said proposals 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: August 1st and August 8th, 2013