HomeMy WebLinkAboutBPW 11-06-13 PaperlessBoard of Public Works and Safety Meeting
AGENDA
Wednesday, November 6, 2013 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the October 16, 2013 Regular Meeting
2. BID OPENING/AWARDS
a. Bid Opening for the 2014 Rock Salt Purchase; John Duffy, Director of the
Department of Utilities
b. Bid Opening for the Bridleborne Drainage Modification Project; Mike McBride,
City Engineer
c. Quote Award; 220 W. 106th Street – Demo; Monroe LLC; this was the lowest most
responsive bid; Mike McBride, City Engineer
3. PERFORMANCE RELEASES
a. Resolution No. BPW-11-06-13-01; The Legacy, Street signs, Post, Monuments and
Markers, Builder Sidewalks, Common Area Sidewalk/Asphalt Path, Streets, Storm
Sewers; Tim Walter, Platinum Properties
b. Resolution No. BPW-11-06-13-02; Kendall Wood; Water; John Duffy, Director of
the Department of Utilities
4. CONTRACTS
a. Request for Purchase of Goods and Services; Additional Service #3; Crossroad
Engineers; ($10,000.00); On Call Engineering Services; Mike McBride, City
Engineer
b. Request for Agreement; Hamilton County Humane Society; ($55,374.08); Luci
Snyder, Carmel City Council
c. Request for Purchase of Goods and Services; Apparatus; ($4,260.00); Microsoft
Sharepoint; Chief Matt Hoffman, Carmel Fire Department
d. Request for Purchase of Goods and Services; Dallman Contractors; ($74,357.00);
Keystone Bridges Concrete Maintenance; Dave Huffman, Street Commissioner
e. Request for Purchase of Goods and Services; United Consulting; ($182,000.00)
Pennsylvania and 111th; LPA Consulting Contract; Mike McBride, City Engineer
f. Request for Purchase of Goods and Services; Bartlett Tree Experts; ($9,826.00);
Tree and Shrub work City Center Drive; Mike Hollibaugh, Director of the
Department of Community Services
g. Request for Purchase of Goods and Services; Change Order #4; Illinois Street
Extension; E&B Paving; (increase $35,290.02); Mike McBride, City Engineer
5. CITY FACILITIES/STREETS/USE
a. Request to Use Caucus Room; Meeting; October 22, 2014; 6:00 pm to 9:00 pm;
Teri Hecht, Enclave of Carmel
b. Request for Closure of City Streets; Art Festival; September 26 thru 28, 2014;
Rosemary Waters, Carmel International Arts Festival
6. OTHER
a. TABLED 2/6/11; Request for Dedication of Streets; Traditions on the Monon;
Robert Potokar, HOA Traditions on the Monon
b. Request for Amendment to 457 Plan; Barbara Lamb, Human Resources
c. Request for Vacation of Right of Way; Nash Building; Delores Krohne, CCC Nash,
LLC
d. Request for Variance; Sunroom in Easement; 1514 Prestwick Circle;
Richard/Tamara Hall
e. Request for Variance; Deck/Landscaping in Easement; 12995 Tuscany Blvd;
Matthew/Jennifer Nelson
f. Request for Stormwater Technical Standard Variance; Central Park Dog Park;
Michael Drosschell, Schneider Corp.
g. Request for Stormwater Technical Standard Variance; Silvara PUD; Jim Rinehart,
Williams Creek Consulting
h. Request for Stormwater Technical Standard Variance; Highpointe on Meridian;
Colin Patterson, Weihe Engineers
i. Request for Entrance Modification/Sidewalk Closure; Taco Bell Carmel Drive;
Michael Thompson, Schneider Corp
j. Request for Request for Open Pavement Cut/Street Closure/Sidewalk Closure; 327
1st Avenue NE; John Edwards, Elevation Excavation
k. Request for Curb Cut Request; Sidewalk Closure; 640 2nd Avenue NE; Pete Gray,
Executive Homes
l. Request for Lane Restrictions/Multi Use Path Closure; Core Drilling; Ron
Bokinskie, Catamount Construction
m. Request for Street Closure/Open Pavement Cut; Primrose School; 98th Street;
Brandon Burke, HWC Engineering
n. Request for Lane Restriction and pathway Closure; 116th; Shirley Hunter, Duke
Energy
7. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, OCTOBER 16, 2013 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:05 a.m.
MEMBERS PRESENT
Mayor Brainard, Board Members; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the October 2, 2013 Regular Meeting were approved 3-0.
CONTRACTS
Request for Purchase of Goods and Services; A&F Engineering; ($20,945.00); 111th/Penn
Roundabout Design; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request for Purchase of Goods and Services; Additional Service #2; Crossroad Engineers;
($22,000.00); NE Quad Old Town Alley Project; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Crossroad Engineers; ($6,000.00); Illinois Street
Extension Tree Clearing Inspection; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request for Purchase of Goods and Services; T-Mobile; First Amendment to Lease; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Additional Service #3; Christopher Burke Engineering;
($25,000.00); Stormwater Program and Capital Improvement Budget Study Phase #; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Additional Service #2; American Structurepoint;
($41,500.00); 3rd Avenue SW to Monon Ditch Piping and Utility Relocations-CRC Parcel 7C-6; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Additional Service #1; American Structurepoint;
($28,000.00); 3rd Avenue SW resurface and lane reconfiguration – City Center/PAC Area; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Silly Safaris; ($7,000.00); Reindeers for Holiday on the
Square; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
CITY FACILITIES/STREETS/USE
Request to Use Caucus Room (1/3); Meeting; Tuesday, October 22, 2013; 7:00 p.m. to 8:30 p.m.;
Westpark HOA Board Meeting; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request to Use Council Chambers; Meeting; Tuesday, December 3, 2013; 6:00 p.m. to 8:30 p.m.;
Townhomes at City Center HOA; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request to Use Caucus Room; Meeting; Wednesdays; Various dates; 4:00 p.m. to 7:00 p.m.; Carmel
Arts Council; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request to Use Gazebo and Common Area; Wedding; Saturday, June 14, 2014; Noon to 11:00 p.m.;
Rehearsal; June 13, 2014; 7:00 p.m. to 9:00 p.m.; Katie Travers; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request to Use City Streets; Race; Saturday, December 21, 2013; 8:45 a.m. to 9:15 a.m.; Carmel
Road Racing Group; 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
TABLED Resolution BPW-10-16-13-01; Establishing Recommended Storm Water User Fee; Board
Member Burke moved to table. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 3485 Sugarloaf Court; Fence in Easement; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 5248 Apache Moon; Retaining Wall in Easement; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 3538 Brumley Mews; Retaining Wall in Easement; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 31 East Main Street, LLC; Agave Bar & Grill. Decorative Lighting; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Final Plat Approval; Kendall Wood; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3-0.
Request for Stormwater Technical Waiver Approval; Butler Hyundai; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Private Residence Curb Cut; B&B Park Subdivision – Lot 2; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request for Lane Restrictions; 106th/Illinois; Test Hole Locations; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Sidewalk, Lane, Parking lot Closure; Main Street – 1st Avenue NW to 2nd Avenue NW;
Sophia Square Window Cleaning; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request for Curb Cut Vacations; West 98th Street; Primrose School of West Carmel; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Lane Restriction, Road Closure, Pathway Closure; Butler Hyundai; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Open Pavement Cut/Lane Restrictions; 105 Woodland Drive; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request for Sidewalk Closure/Removal; Carey Road and Cottonwood Court; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
ADD ON
Steve Engelking, Director of the Department of Administration request to add on a request to use the
Indiana Design Center Garage for the Carmel Farmer’s Market. Board Member Burke moved to add
item to agenda. Board Member Watson seconded. Item added 3-0. Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Gary Duncan, Assistant City Engineer, request to add on quotes for the demolition of property on
106th Street; Board Member Burke moved to add item to agenda. Board Member Watson seconded.
Item added 3-0. Board Member Burke moved to approve. Board Member Watson seconded. Mayor
Brainard opened and read the quotes aloud.
Company Amount
Yardberry $28,000.00
Monroe LLC $28,800.00
The quotes were given to Gary Duncan, Assistant City Engineer for review and recommendation.
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:16 a.m.
_____________________________________
Diana L. Cordray, IAMC – Clerk-Treasurer
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, City of Carmel, Indiana, will receive sealed
bids or proposals during regular business hours at the office of the Clerk - Treasurer, One Civic Square, Carmel,
Indiana 46032 until 10:00 a.m. E.S.T. on Wednesday, November 6, 2013 for the following materials:
To be purchased during the calendar year 2014:
NOTE: Price quoted must be "Firm" for the entire calendar year of 2014
Rock Salt for use in water softening – 10,000 tons more or less.
The Rock Salt must meet American Water Works Association
(AWWA) specification B200-93. Please quote price per ton.
A bid bond or certified check in the amount of 10% of the
contract price is required for the Rock Salt bid.
All bids must be received sealed with the words "ROCK SALT BID" on the left hand corner of the envelope.
All persons with an interest in bidding shall register a contact name and address with the Utility Department to
ensure 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 in the Utilities Department, 760 Third Avenue
SW, Suite 110, Carmel, Indiana 46032.
Questions regarding this solicitation must be written and delivered to the Utilities Department. All responses
will be written and made available with the specifications at the Department. Please call the Utilities
Department at 317/571-2443 to confirm whether or not any such written questions have been received and/or
answered.
The submitted proposal must be in compliance with IC 36-1-9-8.5.
The 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.
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 “Bridlebourne
Drainage Modifications Project” at the office of the Clerk Treasurer, One Civic Square,
Carmel, Indiana (City Hall) until 10:00 AM EST on or before November 6, 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 – BRIDLEBOURNE DRAINAGE MODIFICATIONS”
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 construction of drainage modifications within the Bridlebourne Subdivision
and on the University High School property north of the subdivision.
Construction activities include the installation of a dry detention basin on the
University High School property, approximately 900 lineal feet of enclosed storm
sewer which connects the dry detention basin and the Larkspur pond to the
Bridlebourne pond system, and the regarding of the downstream channel from
the Bridlebourne pond system to Sedgemoor Circle.
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
Copies of such drawings and project manuals must be obtained from American
STructurepoint, Inc., at the address stated below, upon the payment of $50 for each set.
These sets may include full-size drawings. Payment must be by check. NO CASH
ACCEPTED. Make checks payable to American Structurepoint, Inc... All payments
and costs of Contract Documents are non-refundable.
American Structurepoint, Inc.
7260 Shadeland Station
Indianapolis, IN 46256
(317) 547-5580
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 October 29, 2013 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