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HomeMy WebLinkAboutBPW 11-20-13 PaperlessBoard of Public Works and Safety Meeting AGENDA Wednesday, November 20, 2013 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the October 29, 2013 Special Meeting b. Minutes from the November 4, 2013 Special Meeting c. Minutes from the November 6, 2013 Regular Meeting 2. BID OPENING/AWARDS a. Bid Opening for the Illinois Street Extension; Mike McBride, City Engineer b. Bid Opening for the Pennsylvania Parkway Water Main Transmission; John Duffy, Director of the Department of Utilities c. Quote Opening for the 2013 LED Street Light Refit; Dave Huffman, Street Commissioner d. Bid Award 2014 Salt Bid – Utility; Morton Salt, ($81,69/ton); This was the lowest most responsive bid; John Duffy, Director of the Department of Utilities 3. PERFORMANCE RELEASES a. Resolution No. BPW-11-20-13-01; Long Ridge Estates Section #B; Streets, Curbs; Tim Berry, Platinum Properties b. Resolution No. BPW-11-20-13-02; Kendall Wood; On Site Streets; Steve Wilson, SAW Department c. Resolution No. BPW-11-20-13-03; Village of West Clay, Section 8002; Asphalt and Stone Base; Keith Lash, Brenwick 4. CONTRACTS a. Request for Purchase of Goods and Services; Expo Design; ($6,000.00); Retro fit for fountain structure – custom light; Nancy Heck, Director of Community Relations b. Request for Purchase of Goods and Services; Crossroad Engineers; ($649,960.00); Illinois Street Extension – Construction Inspection; Mike McBride, City Engineer c. Request for Purchase of Goods and Services; Crossroad Engineers; ($80,000.00); 136th Street Path – Keystone to Gray Road Design (LPA Project); Mike McBride, City Engineer d. Request for Purchase of Goods and Services; Crossroad Engineers; ($103,000.00); Main Street Path, Keystone to Gray Road Design; (LPA Project); Mike McBride, City Engineer 5. CITY FACILITIES/STREETS/USE a. Request to Use Caucus Room; Meeting; Tuesday, January 14, 2014; 6:30 p.m. to 8:30 p.m.; Westpark at Springmill b. Request for Closure of Caucus Room; Meeting; Various Dates; Carmel Clay Historical Society 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 Secondary Plat Approval; Longridge Estates Section 3B; Brian Robinson, Stoeppelwerth c. Request for Secondary Plat Approval; The Legacy Towns & Flats Phase II; Brett Huff, Stoeppelwerth d. Request for Variance; Driveway Modification; 14155 Stallion Court; Victoria Croshier, Van Croshier Concrete e. Request for Dedication of Right of Way; Meijer Outlots B; Carmel Corners; James Shinneman, Weihe Engineers f. Request for Storm Water Technical Manual Variance; Pilgrim Lutheran Church; Eric Carter, Weihe Engineers g. Request for Storm Water Technical Manual Variance; B&B Park; David Marks, Williams Creek Consulting h. Request for Storm Water Technical Manual Variance; Central Park North Campus; Michael Krosschell, Schneider Corporation i. Request for Lane Restriction; Open Pavement Cuts; Nineteen (19) Locations; Clay Township Regional Waste District j. Request for Lane Restriction/Sidewalk Closure; Westfield Blvd; Abe Bishop, Duke Energy 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, NOVEMBER 6, 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 16, 2013 Regular Meeting were approved 3-0. BID OPENINGS/AWARDS Bid Opening for the 2014 Rock Salt Purchase; Mayor Brainard opened and read the bids aloud; Company Amount Cargill Salt $83.74/ton Compass Minerals $82.27/ton Morton Salt $81.69/ton The bids were given to John Duffy, Director of the Department of Utilities for Review and Recommendation Bid Opening for the Bridleborne Drainage Improvement Project; Mayor Brainard opened and read the bids aloud; Company Amount Sub Surface of Indiana $348,000.00 Gradex, Inc. $352,684.50 Crider & Crider $486,142.70 Atlas Excavating $396,422.00 The bids were given to Mike McBride, City Engineer for Review and Recommendation Quote Award; 220 W. 106th Street – Demo; Monroe LLC; this was the lowest most responsive base bid, when the bids were read the amount read was for the full bid. City has decided to only award without the alternative items; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. PERFORMANCE RELEASES 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; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution No. BPW-11-06-13-02; Kendall Wood; Water; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; Additional Service #3; Crossroad Engineers; ($10,000.00); On Call Engineering Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Agreement; Hamilton County Humane Society; ($55,374.08); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Apparatus; ($4,260.00); Microsoft Sharepoint; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Dallman Contractors; ($74,357.00); Keystone Bridges Concrete Maintenance; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; United Consulting; ($182,000.00) Pennsylvania and 111th; LPA Consulting Contract; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Bartlett Tree Experts; ($9,826.00); Tree and Shrub work City Center Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Change Order #4; Illinois Street Extension; E&B Paving; (increase $35,290.02); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CITY FACILITIES/STREETS/USE Request to Use Caucus Room; Meeting; October 22, 2014; 6:00 pm to 9:00 pm; Teri Hecht, Enclave of Carmel; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Closure of City Streets; Art Festival; September 26 thru 28, 2014; Rosemary Waters, Carmel International Arts Festival; 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 Amendment to 457 Plan; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Vacation of Right of Way; Nash Building; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; Sunroom in Easement; 1514 Prestwick Circle; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-1 – Board Member Watson voted against the request. Request for Variance; Deck/Landscaping in Easement; 12995 Tuscany Blvd; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Standard Variance; Central Park Dog Park; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Standard Variance; Silvara PUD; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Standard Variance; Highpointe on Meridian; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Entrance Modification/Sidewalk Closure; Taco Bell Carmel Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Request for Open Pavement Cut/Street Closure/Sidewalk Closure; 327 1st Avenue NE; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Curb Cut Request; Sidewalk Closure; 640 2nd Avenue NE; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restrictions/Multi Use Path Closure; Core Drilling; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Street Closure/Open Pavement Cut; Primrose School; 98th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction and pathway Closure; 116th; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADD ON Mike McBride, City Engineer requested to add a contract to the agenda. Board Member Burke moved to add item. Board Member Watson seconded. Request to add approved 3-0. Request to Purchase Goods and Services; Monroe LLC; ($24,000.00) demolition of house at 220 W. 106th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:26 a.m. _____________________________________ Diana L. Cordray, IAMC – Clerk-Treasurer Clerk-Treasurer Approved ____________________________________ Mayor James Brainard ATTEST: __________________________________ Diana L. Cordray, IAMC - Clerk-Treasurer Board of Public Works and Safety Special Meeting Minutes Monday, November 4, 2013 9:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER Mayor Brainard called the meeting to order at 9:06 a.m. OTHER Resolution BPW-10-16-13-01; A Resolution of the City of Carmel Board of Public Works and Safety Setting a Storm Water User Fee; Board Member Burke moved to remove item from table. Board Member Watson seconded. There was brief discussion. Board Member Burke moved to approve amendments. Board Member Watson seconded. Board Member Burke moved to approve as amended. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned the meeting at 9:16 a.m. _____________________________________ Diana L. Cordray, IAMC – Clerk-Treasurer Clerk-Treasurer Approved ____________________________________ Mayor James Brainard ATTEST: __________________________________ Diana L. Cordray, IAMC - Clerk-Treasurer BOARD OF PUBLIC WORKS & SAFETY SPECIAL MEETING MINUTES TUESDAY, OCTOBER 29 –2:30 p.m. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE Meeting Called to Order Board Member Burke called the meeting to order at 2:30 p.m. Public Hearing Resolution BPW-10-16-13-01; Establishing Storm Water User Fees; Mike McBride, City Engineer made a presentation. Christopher Burke Engineering made a presentation. Public Hearing opened at 3:12 p.m. Closed at 3:12:30 p.m. No one from the public spoke. There was brief discussion. Item remains tabled. Adjournment Board Member Burke Adjourned the Meeting at 3:22 p.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, 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 “Illinois Street Extension - City of Carmel Project #10-10 Project” at the office of the Clerk Treasurer, One Civic Square, Carmel, Indiana (City Hall) 10:00 AM Local Time on or before November 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 – Illinois Street Extension City of Carmel Project #10-10. 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 each bidder shall be prepared to enter promptly into a contract and begin work without delay following a Notice to Proceed in the event the award is made to him. It is anticipated that Notice to Proceed will be given on March 19, 2014. A pre-bid meeting has been scheduled for Tuesday, November 12, 2013 at 10:30 a.m. in the Caucus Room on the 2nd Floor of Carmel City Hall (One Civic Square). Any contractors planning to submit bids on this project are invited to attend this meeting. The pre-bid meeting is mandatory. The Project consists of, but is not necessarily limited to, the following: Construction of Illinois Street beginning at Spring Mill Rd. and continuing to a point 800 feet north of 106th St., including roundabouts at Spring Mill Rd. and 106th Street. Landscaping of Illinois Street beginning at Spring Mill Rd and continuing to a point 800 feet south of 116th St. Contract Documents for the Project have been assembled into one bound project manual, which together with drawings, may be examined at the following location: United Consulting 1625 N. Post Rd. Indianapolis, IN 46219 317-895-2585 Complete hardcopy sets of bidding documents can be obtained from Eastern Engineering Supply, 9901 Allisonville Road, Fishers, IN 46038, for a non-refundable fee of $150.00 for each complete set. Complete electronic (pdf) sets of bidding documents can be obtained through the Eastern Engineering Plan room, http://distibution.easternengineering.com, for a non-refundable fee of $75.00 for each complete set. Checks shall be submitted to Eastern Engineering Supply and shall be made payable to Eastern Engineering Supply. 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. For special accommodations needed by handicapped individuals planning to attend the pre-bid meeting or public bid opening, 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 (60) 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 (60) 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 NOTICE TO BIDDERS City of Carmel Sealed Bids for the City of Carmel, Indiana, Pennsylvania Parkway Water Transmission Main, 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 November 20, 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 November 20, 2013 in Council Chambers at City Hall. The Bid should be clearly marked "BID ENCLOSED Pennsylvania Parkway Water Transmission Main, Contract 66F on the outside of the envelope, and as otherwise set forth in the Bid Documents. In general, the work consists of: the construction of a 2,600 LF of 36-inch DIP, water transmission main all as required by these Bidding Documents, the Agreement Between Owner and Contractor, General Conditions, Special Conditions (the “Agreement”), Specifications and Drawings. A Pre-Bid Meeting (non-mandatory attendance) will be held on November 5, 2013 at 2:00 pm in the City’s Distribution Office at 3562 131st St. W., Carmel, Indiana. 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. 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 successful Contractor will be required to enroll in and verify the work eligibility status of all employees hired after the date of this Contract through the E-Verify program. The Contractor and Subcontractors will be required to sign an affidavit concerning employment of unauthorized aliens. A copy of the affidavit is included in the Bid Documents. 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 FOR QUOTES City of Carmel, Indiana Department: Carmel Street Department 3400 W. 131st Street Carmel, IN 46074 Project: 2013 –LED STREET LIGHT REFIT Notice is hereby given that the Board of Public Works and Safety for the City of Carmel, Hamilton County, Indiana, will receive sealed quotes, during regular business hours, up to, but not later than 10:00 A.M., Wednesday, November 20th, 2013. All quotes and proposals shall be properly and completely executed on the proposal forms provided with the plans and specifications, and shall include the non-collusion affidavit required by the State of Indiana. The quote envelope must be sealed and have the following words only written in ink on the outside of the envelope: Quote: 2013 – LED STREET LIGHT REFIT Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. General Form No. 96 must be completed and filed as a part of the quote package. All quotes are to be sealed with the words “QUOTE – 2013 LED STREET LIGHT REFIT” on the lower left hand corner of the envelope. Quotes will be opened and read aloud at 10:00 a.m. on November 20th, 2013 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, One Civic Square, Carmel, IN. No quote or proposal may be withdrawn within a period of thirty (30) days following the date set for receiving quotes or proposals. The Carmel Board of Public Works and Safety reserves the right to hold any or all quotes and proposals for a period of not more than thirty (30) days, such quotes and proposals to remain in full force and effect during said time period. The City of Carmel reserves the right to reject and/or cancel any and all quotes, solicitations and/or offers in whole or in part as specified in the solicitation for quotes when, in the City's sole discretion, it believes that it is in the best interests of the City to do so, as determined by the purchasing agency in accordance with IC 5-22-18-2. __________________________ Diana L. Cordray Clerk-Treasurer