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Home My WebLink AboutBPW 04-16-14 Paperless Board of Public Works and Safety Meeting AGENDA Wednesday, April 16, 2014 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the April 2, 2014 Regular Meeting 2. PERFORMANCE RELEASES a. Resolution No. BPW-04-16-14-02; Walnut Creek Drive; Pavement/Curb; Chuck Hall, Wolfson Young Corp. 3. CONTRACTS a. Request for Inter-Local Agreement; INDOT and City of Carmel; Main Street Paths; Keystone to Gray; Jeremy Kashman, City Engineer b. Request for Inter-Local Agreement; INDOT and City of Carmel; 136th Street Paths; Keystone to Gray; Jeremy Kashman, City Engineer c. Resolution NO. BPW-04-16-14-01; Innovative Planning (Corrie Meyer); ($112,000.00); CRC Director; Steve Engelking, Director of the Department of Administration d. Request for Agreement with Upper White River Watershed Alliance; Jeremy Kashman, City Engineer e. Request for Purchase of Goods and Services; Toshiba Business Systems; ($6,500.00); Steve Engelking, Director of the Department of Administration 4. CITY FACILITIES/STREETS USE a. Request to Use Reflecting Pond; Submarine Races; August 1,2,3, 2014; Chris Campbell b. Request to Use Gazebo; Wedding; May 16, 2014; 5:00 p.m. to 7:00 p.m.; Cal Ealy 5. 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 Parking Lot Stormwater Detention Perpetual Maintenance and Repair Agreement; Wood Subaru RE, LLC; Gary Duncan, Assistant City Engineer c. Request for Secondary Plats; The Meadows @ Legacy Section 2 and The Ridge @ the Legacy Section 2; Brett Huff, Stoeppelwerth & Associates d. Request to Reduce Performance Guarantee Amount; Glen Oaks; Interior Sidewalks; Jim Langston, Langston Development e. Request for Driveway Modification; 2680 Newington Lane; Heather Knoll Subdivision; Chris Wycoff, Indianapolis Concrete f. Request for Stormwater Technical Standard Variance; 580 Carmel Project; Brad Schoeff, Weihe Engineers g. Request for Curb Cut; 14400 Little Eagle Creek Avenue; Richard Carriger, Carriger Company h. Request for Lane Restriction; 4250 W. 116th Street; Jason Keenan, Duke Energy i. Request for Recreational Pathway Closure/Open Cut/2284 East 116th Street; Merchant’s Square; Bradley Adams, SESCO Environmental Solutions Group 6. APPEAL HEARING a. Continued: Appeal Hearing for Notice of Correction Order: 212 Red Oak Ridge; Thomas and Heidi Heldt 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, APRIL 2, 2014 –10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Mayor Brainard called the meeting to order at 10:06 a.m. MEMBERS PRESENT Mayor Brainard, Board Members; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy Johnson MINUTES Minutes for the March 19, 2014 Regular meeting approved 3-0. CONTRACTS Request for Purchase of Goods and Services; EA Outdoor; ($124,000.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; American Structurepoint; Additional Service #5; ($5,000.00); Bridlebourne Subdivision Drainage; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; American Structurepoint; Additional Service #6; ($19,500.00); Keystone Parkway Collision Repair; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CITY FACILITIES/STREETS/USE Request to Use City Streets; Triathlon; April 27, 2013; 8:45 a.m. to 11:15 a.m.; Carmel Swim Club; Board Member Burke moved to remove from table. Board Member Watson seconded. There was brief discussion. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo; National Day of Prayer; May 1, 2014; 11:30 a.m. to 12:45 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo and Common Area; Summer Concerts; Wednesdays; June 4 thru August 6, 2014; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Fountain Area; Burn Camp Ride; May 28, 2014; 6:30 a.m. to 9:00 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Run; July 19, 2014; 8:00 a.m. to 10:00 a.m.; 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 Resolution BPW 04-02-14-01; Presentation of Pistol and Badge; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; Fence in Easement; 11921 Eastwick Circle; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Variance; Meridian and Main Browning Lots 2&3;Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Performance Bond Amount Reduction; Glen Oaks Subdivision; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Variance; Monon Lake PUD; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Property Maintenance Variance Code; Langton Pub; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restrictions; AT&T Fiber Cable Installation; Various locations; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Driveway Modification; 4504 Somerset Way South; Brookshire Subdivision; Board Member Burke moved to approve. Board Member Watson seconded. There was discussion on the issue. Request approved 3-0. APPEAL HEARING REMAINS TABLED: Appeal Notice of Corrections ADD ON Request to add on Bid Awards for the Brookshire Golf Course Carts; Board Member Burke moved to add on. Board Member Watson seconded. A letter from the Ashley Ulbricht, Assistant City Attorney was submitted for the record. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to add on Lane Restrictions on Main Street to Remove Detour’s sign; Board Member Burke moved to add on. Board Member Watson seconded. There was brief discussion. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to add on Variance Request for Horizon Bank; Board Member Burke moved to add on. Board Member Watson seconded. There was brief discussion. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:29 a.m. _____________________________________ Diana L. Cordray, IAMC – Clerk-Treasurer Clerk-Treasurer Approved ____________________________________ Mayor James Brainard ATTEST: __________________________________ Diana L. Cordray, IAMC - Clerk-Treasurer i I II .-~-- ~® (!it..@. . _,,/ 8 -tniD-efD l_ CITY·51gpeiRMEL JAMES BRAINARD, MAYOR April 1,2014 City of Cannel Board of Public Works One Civic Square Cannel, IN 46032 Re: Cannel Redevelopment Commission Contracts Dear Mr. Mayor: You have asked me whether it is legally sufficient for Brookshire Golf Course to purchase a series of golf carts by soliciting requests for proposals in lieu of competitive bidding. It is my legal opinion that Brookshire Golf Course may purchase golf carts from the request for proposal submitted by Midwest Golf & Turf. Indiana Code § 5-22-9-8 allows municipalities to provide by rule or policy that (1) it is either not practicable or not advantageous to the governmental body to purchase specified types of supplies by competitive sealed bidding; and (2) receiving proposals is the preferred method for purchase of that type of supply. Section Eight (8) of the City's Purchasing Manual provides the rule and policy required under Indiana Code. Competitive Bidding for the purchase of new golf carts was not practicable or advantageous to the City as the number of golf carts needed was not readily apparent under the current golf cart lease. Receiving proposals is the preferred method for the golf cart purchase, as only three golf cart companies conduct business within the State of Indiana. All three companies submitted a request for proposal, and Midwest Golf & Turf provided the most advantageous proposal for the City. Bob Higgins, Director of Brookshire Golf Course, followed all requirements under the City'S Purchasing Manual, and therefore, the golf carts may be purchased from Midwest Golf & Turf after acceptance of the submitted request for proposal from the Board of Public Works. er truly ~ours, .\\sx;~~ Ashley M. Ulbricht Carmel Assistant City Attorney OFfICE OF THE CITY ATTORNEY DOUGLAS HAi'iEY. ESQ. f\Us.s\Tappsl\user data -admin\LAW\E Bass\My DQcumcnwLEGI\L OPINIONS\GolfCan. RFP 2UI-l.doc . ..t!2120 14 10:32 ' CITY HALL. O"!E CIVIC SQUARE, CARMEL, IN PHONE 317-571-2472 FAX 317-571-2484 EMAIL: dhaney@carmel.in.gov