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