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HomeMy WebLinkAboutBPW 02-05-14 Paperless Board of Public Works and Safety Meeting AGENDA Wednesday, February 5, 2014 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the January 15, 2014 Regular Meeting 2. BID OPENING/AWARDS a. Bid Opening for Television Pipe Inspection System; John Duffy, Director of the Utilities Department b. Bid Opening for 2014 Landscaping – East of Meridian; Dave Huffman, Street Commissioner c. Bid Opening for 2014 Landscaping – West of Meridian; Dave Huffman, Street Commissioner d. Bid Opening for 2014 Mowing – East of Meridian; Dave Huffman, Street Commissioner e. Bid Opening for 2014 Mowing – West of Meridian; Dave Huffman, Street Commissioner f. Bid Award for 2014 Police Vehicles; Major Lee Goodman, Carmel Police Department g. Bid Award Plant 4 Chemical Feed; MK Betts; ($100,900.00); This was the lowest most responsive bid; John Duffy, Director of the Department of Utilities h. Bid Award Well 30; MK Betts; ($246,100.00); This was the lowest most responsive bid; John Duffy, Director of the Department of Utilities i. Bid Award 106th Water main Extension; CSU, Inc. ($116,501.00); This was the lowest most responsive bid; John Duffy, Director of the Department of Utilities 3. PERFORMANCE RELEASES a. Resolution BPW 02-05-14-01; The Legacy Residential Phase 1 Section 1; Streets; The Meadows @ Legacy Section 1; Asphalt Path; The Overlook @ Legacy Section1; Asphalt Path; Timothy Walter, Platinum Properties b. Resolution BPW 02-05-14-02; The Legacy Towns and Flats Phase II; Curbs and Gutters; Timothy Walter, Platinum Properties 4. CONTRACTS a. Request for Purchase of Goods and Services; Signal Construction; ($24,180.00); Traffic Signal Maintenance; Dave Huffman, Street Commissioner b. Request for Purchase of Goods and Services; American Structurepoint; Additional Service #3; ($39,780.00); Construction Inspection Illinois Street; Mike McBride, City Engineer c. Request for Purchase of Goods and Services; American Structurepoint; Additional Service #4; ($19,100.00); Wetland Inspection Illinois Street; Mike McBride, City Engineer d. Request for Purchase of Goods and Services; PEG Content Transmission; AT&T and City of Carmel; Ashley Ulbricht, Assistant City Attorney e. Request for Purchase of Goods and Services; Rob DeRocker & Associates; ($125,000.00); Public Relations; Nancy Heck, Department of Community Relations f. Request for Purchase of Goods and Services; Calumet Civil Contractors; Change Order No. 1; (increase $1,738.08); Retail Parkway Extension; Mike McBride, City Engineer g. Request for Purchase of Goods and Services; Calumet Civil Contractors; Change Order No. 2; (increase $2,345.21); Retail Parkway Extension; Mike McBride, City Engineer h. Request for Purchase of Goods and Services; Rust Construction; Change Order No. 1; (decrease $5,687.12); Wetland Mitigation Site – Bray Homestead; Mike McBride, City Engineer i. Request for Purchase of Goods and Services; Hunt Paving; Change Order No. 2 - FINAL; (increase $4,541.38); Brings total of changes over 20%; Auman & Nappanee Neighborhood ; Mike McBride, City Engineer 5. CITY FACILITIES/STREETS/USE a. Request to Use Veterans Memorial Plaza; Memorial Day Ceremony; May 23, 2014; 9:00 a.m. to 2:00 p.m.; Meg Osborne b. Request to Use Gazebo and Common Area; Holiday of Square; November 22, 2014; 8:00 a.m. to 9:00 p.m.; Meg Osborne c. Request to Use Caucus Room; November 18, 2014; 10:00 a.m. to 2:00 p.m.; Meg Osborne d. Request to Use Center Green; Friday, February 7, 2014; 8:00 p.m. to 10:00p.m.; Game Truck Parking; Kelly Wilson, SEP e. Request to Use Gazebo and Center Green; Earth Hour Celebration; Saturday, March 29, 2014; 8:00 p.m. to 10:00 p.m.; Alexia Donahue-Wold f. Request to Use Caucus Room; Energy Efficiency Work Shop; Tuesday, February 18, 2014; 11:00 a.m. to 1:30 p.m.; Kristina Wheeler, on behalf of Hoosier Environmental Council g. Request to Use City Streets; Shamrock Shuffle Run; Saturday, March 15, 2014; 7:00 a.m. to 2:00 p.m.; Jayson Parker, Tatum’s Bags of Fun 6. OTHER a. TABLED 2/6/11; Request for Dedication of Streets; Traditions on the Monon; Robert Potokar, HOA Traditions on the Monon b. Conflict of Interest Disclosure Statements; Richard Viehe, Scott Osborne, Gregory Webb, Carmel Fire Department c. Request for Right Of Way Dedication; Reading Tree Park Subdivision – 136th Street; Justin Moffitt, Blackwell Park Development d. Request for Replat; West Carmel Commons, Lots 1&2; Adam Fischer, Thompson Thrift e. Request for Variance; CWC, Inc. ; (Butler Hyundai); Andrew Taylor, American Structurepoint f. Request for New Street Light Approval; Burlington Lane and Spring Mill Road; Williams Mill Homeowners Association g. Request for Curb Cut; Reading Tree Park Subdivision; Greg Iiko, Crossroad Engineers h. Request for Road Closure; Path Closure; Open Pavement Cut; Radlie Storer, Gradex i. Request for Stormwater Technical Standards Variance; Prime Car Wash; 9805 N. Michigan Road; Eric Gleissner, CivilSite Group j. Request for Right of Entry; CIHS NEWCO, LLC;/St. Vincent’s; 106th and US 31; Mike McBride, City Engineer 7. APPEAL HEARING a. Appeal Hearing for Notice of Correction Order: 212 Red Oak Ridge; Thomas and Heidi Heldt 8. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, JANUARY 15, 2014 –10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Mayor Brainard called the meeting to order at 10:02 a.m. MEMBERS PRESENT Mayor Brainard, Board Members; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy Johnson MINUTES Minutes for the December18, 2013 Regular Meeting was approved 3-0. BID OPENINGS/AWARDS Bid Opening for the Water Treatment Plant No. 1; Mayor Brainard opened and read the bids aloud; Company Amount Maddox $772,000.00 General Piping $1,114,000.00 MK Betts $892,000.00 The bids were given to John Duffy, Director of the Department of Utilities for review and recommendation. Bid Opening for the Well 30 Project; Mayor Brainard opened and read the bids aloud; Company Amount Layne Water Resource $342,894.00 MK Betts $246,100.00 The bids were given to John Duffy, Director of the Department of Utilities for review and recommendation. Bid Opening for the Water Treatment Plant No. 4; Mayor Brainard opened and read the bids aloud; Company Amount MK Betts $100,900.00 Maddox $111,600.00 D.A. Dodd $148,500.00 The bids were given to John Duffy, Director of the Department of Utilities for review and recommendation. Quote Opening for 2014 Hanging Basket and Annuals; Mayor Brainard opened and read the bids aloud; Company Amount Perennial Plus $20,800.00 Hood’s Garden $21,932.00 The quotes were given to Pifer Parks, Street Department for review and recommendation. At the end of the meeting Mr. Parks request the award go to the lowest most responsive quote, Perennial Plus. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; Change Order #1; E&B Paving; (increase $113,531.98); Paving Program; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; CMI; Acknowledgement of Receipt; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Master Translation Services; Interpretation/Translation Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Joni L. Sedberry, Attorney at Law; Indigent Defense Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CITY FACILITIES/STREETS/USE Request to Use Gazebo; Wedding; May 9, 2014; 1:00 pm to 7:30 pm; Jessica Tipton; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Artomobilia; August 23, 2014; 6:00 a.m. to 8:00 p.m.; Megan McVicker; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Gazebo; City Hall Parking Lots; Center Green; CarmelFest; July 2, 3,and 4th, 2014; Jeff Worrell; 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 Renewal of Medical Stop-Loss Insurance; Standard Security Life; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Approval of Rider; Standard Security Life Insurance; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Right of Way Dedication; That Barrington of Carmel; Guilford Road; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Request for Technical Standards Variances; Sanctuary @ 116th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Closures/Open Pavement Cut; 116th at U.S. 31; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Open Pavement Cut, Road Closure, Temporary Construction Entrance; Woodland Lifestyle Center; Woodland Country Club; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADD ON The Mayor stated the Engineering Department was to bring an Add – On to the meeting. After check with the department, the City Engineer and Assistant City Engineer were not in the office and the staff was not aware of any Add On. The Mayor stated he would add on the item. Mayor Brainard requested to add on approval for the City Engineer to have the authority to approve Lane Closures in regards to US 31 and INDOT; Board Member Burke moved to add. Board Member Watson seconded. Request added to the agenda Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Mike McBride, City Engineer will be responsible for creating a document for the Board to sign at the next meeting. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:18 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 for the City of Carmel, Hamilton County, Indiana, will receive sealed bids, until 10:00 a.m., local time, on Wednesday, February 5th, 2014 at the office of the Clerk-Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, 46032, for the following item: 1 (One) New, Television Pipe Inspection System Bids will be opened publicly at the Board of Public Works Meeting, City Hall, Council Chambers on February 5, 2014 at 10:00 a.m. No late bids will be accepted. General Form No. 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the word “BID – “Television Pipe Inspection System” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 A.M. on February 5th, 2014 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, One Civic Square, Carmel, Indiana. All persons interested in bidding shall register a contact name and address with the Carmel 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 at Carmel Utilities Administrative Offices, 30 W. Main Street, Carmel, IN 46032. Requests for specification documents can be made by calling (317) 571-2443. Questions regarding this solicitation must be written and delivered to Carmel Utilities. The submitted proposal must be in compliance with IC 36-1-9 et seq. The Board of Public Works and Safety reserves the right to reject any and all bids. __________________________________________ Diana L. Cordray, 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 “2014 Landscaping East of Meridian Project, at the office of the Clerk Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, during regular business hours, up to, but not later than 10:00 A.M., Wednesday, February 5, 2014. The bids shall be opened and read aloud at the Board of Public Works and Safety Meeting on February 5, 2014 at 10:00 a.m. Carmel City Hall, Council Chambers. No late bids will be accepted. As a condition precedent to being awarded this contract, the bidder understands and agrees to dedicate a crew to perform the work required herein that is wholly comprised of persons whom the bidder has not assigned to perform the same or similar work for the City pursuant to a separate contract. In other words, if the bidder is awarded two or more mowing and/or landscaping-related City contracts, it cannot assign the same personnel to perform work under or pursuant to more than one of these mowing and/or landscaping-related City contracts. All bids 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 bid envelope must be sealed and have the following words only written in ink on the outside of the envelope: “2014 – LANDSCAPING EAST OF MERIDIAN” Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. A pre-bid conference to discuss the Project, the bidding requirements and other important and related matters will be held on Thursday, January 30th, 2014 at 10:30 a.m. at Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. All prospective bidders are required to attend the pre-bid conference. The pre-bid conference is mandatory. General Form No. 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the word “BID – 2014 LANDSCAPING EAST OF MERIDIAN” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on February 5th, 2014 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, Once Civic Square, Carmel, IN. All persons interested in bidding shall register a contact name and address with the Street Department to ensure that all changes or questions and answers are available for review by all interested parties. 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 and proposals for a period of not more than thirty (30) days, such bids 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 bids, solicitations and/or offers in whole or in part as specified in the solicitation for bids 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 Please publish January 16th, 2014 and January 23rd, 2014. 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 “2014 Landscaping West of Meridian Project”, at the office of the Clerk Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, during regular business hours, up to, but not later than 10:00 A.M., Wednesday, February 5, 2014. The bids shall be opened and read aloud at the Board of Public Works and Safety Meeting on February 5, 2014 at 10:00 a.m. Carmel City Hall, Council Chambers. No late bids will be accepted. As a condition precedent to being awarded this contract, the bidder understands and agrees to dedicate a crew to perform the work required herein that is wholly comprised of persons whom the bidder has not assigned to perform the same or similar work for the City pursuant to a separate contract. In other words, if the bidder is awarded two or more mowing and/or landscaping-related City contracts, it cannot assign the same personnel to perform work under or pursuant to more than one of these mowing and/or landscaping-related City contracts. All bids 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 bid envelope must be sealed and have the following words only written in ink on the outside of the envelope: “2014 – LANDSCAPING WEST OF MERIDIAN” Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. A pre-bid conference to discuss the Project, the bidding requirements and other important and related matters will be held on Thursday, January 30th, 2014 at 10:30 a.m. at Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. All prospective bidders are required to attend the pre-bid conference. The pre-bid conference is mandatory. General Form No. 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the word “BID – 2014 LANDSCAPING WEST OF MERIDIAN” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on February 5th, 2014 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, Once Civic Square, Carmel, IN. All persons interested in bidding shall register a contact name and address with the Street Department to ensure that all changes or questions and answers are available for review by all interested parties. 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 and proposals for a period of not more than thirty (30) days, such bids 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 bids, solicitations and/or offers in whole or in part as specified in the solicitation for bids 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 Please publish January 16th, 2014 and January 23rd, 2014. 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 “2014 Mowing East of Meridian Project, at the office of the Clerk Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, during regular business hours, up to, but not later than 10:00 A.M., Wednesday, February 5, 2014. The bids shall be opened and read aloud at the Board of Public Works and Safety Meeting on February 5, 2014 at 10:00 a.m. Carmel City Hall, Council Chambers. No late bids will be accepted. As a condition precedent to being awarded this contract, the bidder understands and agrees to dedicate a crew to perform the work required herein that is wholly comprised of persons whom the bidder has not assigned to perform the same or similar work for the City pursuant to a separate contract. In other words, if the bidder is awarded two or more mowing and/or landscaping-related City contracts, it cannot assign the same personnel to perform work under or pursuant to more than one of these mowing and/or landscaping-related City contracts. All bids 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 bid envelope must be sealed and have the following words only written in ink on the outside of the envelope: “2014 – MOWING EAST OF MERIDIAN” Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. A pre-bid conference to discuss the Project, the bidding requirements and other important and related matters will be held on Thursday, January 30th, 2014 at 10:30 a.m. at Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. All prospective bidders are required to attend the pre-bid conference. The pre-bid conference is mandatory. General Form No. 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the word “BID – 2014 MOWING EAST OF MERIDIAN” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on February 5th, 2014 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, Once Civic Square, Carmel, IN. All persons interested in bidding shall register a contact name and address with the Street Department to ensure that all changes or questions and answers are available for review by all interested parties. 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 and proposals for a period of not more than thirty (30) days, such bids 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 bids, solicitations and/or offers in whole or in part as specified in the solicitation for bids 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 Please publish January 16th, 2014 and January 23rd, 2014. 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 “2014 Mowing West of Meridian Project, at the office of the Clerk Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, during regular business hours, up to, but not later than 10:00 A.M., Wednesday, February 5, 2014. The bids shall be opened and read aloud at the Board of Public Works and Safety Meeting on February 5, 2014 at 10:00 a.m. Carmel City Hall, Council Chambers. No late bids will be accepted. As a condition precedent to being awarded this contract, the bidder understands and agrees to dedicate a crew to perform the work required herein that is wholly comprised of persons whom the bidder has not assigned to perform the same or similar work for the City pursuant to a separate contract. In other words, if the bidder is awarded two or more mowing and/or landscaping-related City contracts, it cannot assign the same personnel to perform work under or pursuant to more than one of these mowing and/or landscaping-related City contracts. All bids 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 bid envelope must be sealed and have the following words only written in ink on the outside of the envelope: “2014 – MOWING WEST OF MERIDIAN” Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. A pre-bid conference to discuss the Project, the bidding requirements and other important and related matters will be held on Thursday, January 30th, 2014 at 10:30 a.m. at Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. All prospective bidders are required to attend the pre-bid conference. The pre-bid conference is mandatory. General Form No. 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the word “BID – 2014 MOWING WEST OF MERIDIAN” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on February 5th, 2014 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, Once Civic Square, Carmel, IN. All persons interested in bidding shall register a contact name and address with the Street Department to ensure that all changes or questions and answers are available for review by all interested parties. 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 and proposals for a period of not more than thirty (30) days, such bids 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 bids, solicitations and/or offers in whole or in part as specified in the solicitation for bids 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 Please publish January 16th, 2014 and January 23rd, 2014.