HomeMy WebLinkAboutBPW 05-07-14 Paperless
Board of Public Works and Safety Meeting
AGENDA
Wednesday, May 7, 2014 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the April 16, 2014 Regular Meeting
2. BID OPENINGS AND AWARDS
a. Bid Notice for the Cool Creek Bank Stabilization Project; John Duffy,
Director of the Department of Utilities
b. Bid Notice for the Old Town Alley – 5th Street to 7th Street NE Project;
Jeremy Kashman, City Engineer
c. Request for Invitation to Quote; 106th and Keystone Barrier Wall Repair;
Jeremy Kashman, City Engineer
3. CONTRACTS
a. Request for Purchase of Goods and Services; Wild’s Restoration Services;
($12,656.00); Water Damage Repair; Dave Huffman, Street Commissioner
b. Request for Purchase of Goods and Services; TMT; ($38,903.80);Mulching
and Weed Control; Dave Huffman, Street Commissioner
c. Request for Purchase of Goods and Services; Additional Service Agreement
#4; Christopher Burke Engineering; ($10,000.00); Jeremy Kashman, City
Engineer
d. Request for Purchase of Goods and Services; Midwest Golf and Turf;
($294,298.00); Golf Carts; Bob Higgins, Brookshire Golf Course
e. Request for Utility Reimbursement Agreement; Citizen’s Water;
($71,530.66); Illinois Street Project; Jeremy Kashman, City Engineer
f. Request for Purchase of Goods and Services; Service First Cleaning;
($6,708.00); Cleaning City Hall; Steve Engelking, Director of the Department of
Administration
g. Request for Purchase of Goods and Services; Braden Business Systems;
($2,080.00); Copier; Chief Tim Green, Carmel Police Department
4. CITY FACILITIES/STREETS USE
a. Request to Use City Streets; Race; September 13, 2014; 7:30 a.m. to 11:30
a.m.; John Corcoran, Clay Middle School
b. Request to Use City Streets; Race; October 11, 2014; 7:30 a.m. to 10:00 a.m.;
Jen Gallegos, University High School
c. Request to Close City Streets; Art of Wine; July 19, 2014; 10:00 a.m. to
Midnight; Megan McVicker
d. Request to Use City Street and Center Green; Run/Walk; November 27,
2014; 5:00 a.m. to 12:00 p.m., Heart Reach Carmel
e. Request to Use City Street and Center Green; Run/Walk; November 26,
2015; 5:00 a.m. to 12:00 p.m., Heart Reach Carmel
f. Request to Use City Street and Center Green; Run/Walk; November 24,
2016; 5:00 a.m. to 12:00 p.m., Heart Reach Carmel
g. Request to Use City Streets; Race; July 4, 2014; 8:00 a.m. to 9:30 a.m.; Don
Carr, Tuxedo Brothers
h. Request to Use Gazebo and Common Area; Concert; June 20, 2014, 5:00
p.m. to 10:00 p.m.; Indiana Wind Symphony
i. Request to Use City Streets; Cycling Race; May 31, 2014; 7:00 a.m. to 6:00
p.m.; Darren Reno, TrueSport.com
5. OTHER
a. TABLED 2/6/11; Request for Dedication of Streets; Traditions on the
Monon; Robert Potokar, HOA Traditions on the Monon
b. Resolution No. BPW-05-07-04-01; A Resolution Requesting the Financing,
Construction and Dedication of Certain Infrastructure or Other Impact
Zone Improvements in Lieu of a Credit Against the Payment of Parks and
Recreation Impact Fees; Mike Hollibaugh, Director of the Department of
Community Services
c. Conflict of Interest Statements; Doug Haney, Mike Sheeks
d. Request for Vacation of Right of Way; Blackwell Park Phase 2; Burnett
Court; Andrew Greenwood, Old Town Development, LLC
e. Request for Secondary Plat Approval; Gray Oaks Subdivision; Greg Ilko,
Crossroad Engineers
f. Request for Variance; 12114 and 12103 Crestwood Drive; 8” private
drainage tile in easement; William Smock/Jennifer DeLeonardis
g. Request for Variance; 11832 Somerset Way East; Fence in easement; Corey
Cannon
h. Request for Variance; 13925 Wilmuth Drive; Fence in easement;
Colin/Stefanie Smith
i. Request for Variance; 140 4th Street NW; Private drainage tile and grading
in easement; Toby Holcomb
j. Request for Stormwater Technical Manual Variance; Flix Brewhouse; Eric
Pangle, Camburas & Theodore
k. Request for Stormwater Technical Manual Variance; St. Mary & St. Mark
Coptic Church; Greg Snelling, Snelling Engineering
l. Request for Stormwater Technical Manual Variance; Bear Creek
Subdivision; Jim Rinehart, Williams Creek Consulting
m. Request for Temporary Construction Entrance/Sidewalk Closure; 12341
Brompton Road; Katie Benosky, Salsbery Brothers
n. Request for Entrance Modification; Central Park North Campus Dog Park;
Michael Krosschell, Schneider Corporation
o. Request for Temporary Construction Entrances; Woodland Terrace of
Carmel; Rick Reynolds EMH&T
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 16, 2014 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:03 a.m.
MEMBERS PRESENT
Mayor Brainard, Board Members; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the April 2, 2014 Regular meeting approved 3-0.
PERFORMANCE RELEASES
Resolution No. BPW-04-16-14-02; Walnut Creek Drive; Pavement/Curb; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
CONTRACTS
Request for Inter-Local Agreement; INDOT and City of Carmel; Main Street Paths; Keystone to Gray;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Inter-Local Agreement; INDOT and City of Carmel; 136th Street Paths; Keystone to Gray;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution NO. BPW-04-16-14-01; Innovative Planning (Corrie Meyer); ($112,000.00); CRC
Director; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request for Agreement with Upper White River Watershed Alliance; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Toshiba Business Systems; ($6,500.00); Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
CITY FACILITIES/STREETS/USE
Request to Use Reflecting Pond; Submarine Races; August 1, 2, 3, 2014; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use Gazebo; Wedding; May 16, 2014; 5:00 p.m. to 7:00 p.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
Request for Parking Lot Stormwater Detention Perpetual Maintenance and Repair Agreement; Wood
Subaru RE, LLC; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request for Secondary Plats; The Meadows @ Legacy Section 2 and The Ridge @ the Legacy Section
2; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Reduce Performance Guarantee Amount; Glen Oaks; Interior Sidewalks; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Driveway Modification; 2680 Newington Lane; Heather Knoll Subdivision; Board
Member Burke moved to approve. Board Member Watson seconded. Request denied 1-2.
Request for Stormwater Technical Standard Variance; 580 Carmel Project; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Curb Cut; 14400 Little Eagle Creek Avenue; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Lane Restriction; 4250 W. 116th Street; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3-0.
Request for Recreational Pathway Closure/Open Cut/2284 East 116th Street; Merchant’s Square;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
APPEAL HEARING
REMAINS TABLED: Appeal Notice of Corrections
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:13 a.m.
_____________________________________
Diana L. Cordray, IAMC – Clerk-Treasurer
Clerk-Treasurer
Approved
____________________________________
Mayor James Brainard
ATTEST:
__________________________________
Diana L. Cordray, IAMC - Clerk-Treasurer
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Advertisement for Bids
BID NOTICE
CITY OF CARMEL, INDIANA
Separate sealed BIDS for the construction of the Cool Creek Bank Stabilization Project will be
received by the City of Carmel, Board of Public Works and Safety at the City of Carmel, City
Hall, located at 1 Civic Square, Carmel, Indiana 46032 on May 7, 2014 at 10:00 a.m. (local
time). City representatives will be at the Carmel Utilities Office located at 30 W Main Street,
Ste 220, Carmel, IN 46032 to allow review of the bid documents during regular business hours
from 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 4:00 p.m. Monday through Friday (local time).
Bids must be hand delivered to this location or mailed to the City of Carmel, City Hall,
Clerk-Treasurers Office located at 1 Civic Square, Carmel, Indiana 46032 and received by
or before 10:00 a.m. (local time) on May 7, 2014 to be considered. If the Bid is sent by mail
or other delivery system, the sealed envelope containing the Bid shall be enclosed in a separate
envelope plainly marked on the outside with the notation “BID ENCLOSED”
Any bid received later than the above times and dates will be returned, unopened. No conditional
bids will be considered.
Each bid will be publicly opened and read aloud at the City Hall at the City of Carmel Board of
Public Works and Safety Meeting beginning at 10:00 a.m. (local time) on May 7, 2014.
The project involves the stabilization of approximately 450’ of streambank with riprap overlain
compacted soil. Compacted soil lifts are to be seeded with prairie type grasses and live stakings.
The project also involves the extension of an existing concrete encasement of an existing sanitary
sewer and related sitework.
A pre-bid conference has been scheduled for this project. The pre-bid conference will be held on
April 29, 2014 at 1:30 a.m. at the Carmel Utilities Office located at 30 W Main Street, Ste 220,
Carmel, IN 46032. Any questions, comments or requests for clarification related to the project
should be made to United Consulting, 1625 North Post Road, Indianapolis, Indiana 46219:
Telephone: (317) 895-2585
TeleFax (317) 895-2596
All prime contractors, subcontractors, small, minority or women business enterprises and other
interested parties are invited and encouraged to submit a proposal. The Project will be funded
entirely with local funds.
The contract documents may be examined at the following locations:
United Consulting, Indianapolis, Indiana
City of Carmel, Carmel Utilities Office
McGraw-Hill Dodge Office, Indianapolis, Indiana
BX Indiana Construction League, Indianapolis, Indiana
00100-2
Advertisement for Bids
Copies of the Contract Bid Documents may be obtained at the office of United Consulting,
located at 1625 N. Post Road, Indianapolis, Indiana, 46219-1995 Telephone (317) 895-2585,
upon a nonrefundable payment of $75.00 for each set.
No bid will be considered unless submitted on a copy of the printed Proposal Form in the
Contract Bid Documents (submittal of the specification book is not required). BIDDERS must
obtain bid documents from United Consulting to be included in the project plan holders list to
ensure proper notification of any Addendum. Failure to obtain bid documents in this manner
may be deemed as non-responsive and may result in bid rejection. Each BIDDER must deposit
with his bid a security in the amount, form and subject to the conditions provided in the
information for BIDDERS as supplemented herein.
Each BID must include the following completed and executed items:
1. Proposal Form
2. Form 96 (State Board of Accounts)
3. BIDDER'S Financial Statement (required by Form 96)
4. Bid Bond or Certified Check (5% of BID amount)
Bids shall be submitted in a separate sealed envelope marked:
BID FOR: Cool Creek Bank Stabilization Project
City of Carmel, Indiana
No bid may be withdrawn after the scheduled closing time for receipt of bids for at least 60 days
to allow review of proposals before announcing award of contract.
Each proposal shall be accompanied by a bid guaranty conforming to the Indiana Revised code.
Said bid guaranty shall be a certified check in an amount equal to five percent (5%) of the BID;
or, a bond for five percent (5%) of the BID as surety for the execution of the contract. The bid
bond form is included in the bidding documents. Should any BID be rejected, such certified
check or bond shall be forthwith returned to the BIDDER, and should any BID be accepted, such
certified check or bond will be returned upon the proper execution and securing of the contract.
When the contract is executed, the certified check or bid bond of all unsuccessful BIDDERS will
be returned.
The contractor to whom the work is awarded will be required to furnish, before commencing
work, a performance and payment bond in an amount equal to the bid price of the contract
awarded to said contractor, and certificates of all insurance required in the specifications. All
bonds and liability insurance shall remain in effect for a period of twelve (12) months following
completion and OWNER acceptance of construction. The award of the contract is subject to all
approvals required by local and federal agencies. Upon securing of all approvals, the successful
BIDDER shall receive a "Notice to Proceed" with construction and said contractor shall begin
construction within fifteen (15) days of receipt of such notice, and shall complete the project
pursuant to the contract documents.
Each BIDDER is responsible for inspecting the Project Site and for reading and being thoroughly
00100-3
Advertisement for Bids
familiar with the Contract Bid Documents and Specifications. The failure or omission of any
BIDDER to do any of the foregoing shall in no way relieve any BIDDER from any obligation
with respect of the Bid.
Failure to execute a contract and to furnish a performance and payment bond, as hereinafter set
out will be cause for forfeiture to the OWNER of the amount of money represented by the
certified check or BIDDER'S bond, as and for liquidated damages. A conditional or qualified
Bid will not be accepted.
BIDDERS shall be required to meet all applicable State requirements including but not limited to
those in IC 36-1-12.
The City of Carmel reserves the right to reject any or all proposals, or to accept any proposal or
proposals, or to make such combination of proposals as may seem desirable, and to waive any
and all informalities in the bidding. The OWNER may award bids based upon selection of any
proposal line items as well as mandatory alternatives. Bids shall be awarded to the BIDDER or
BIDDERS deemed to be the lowest, most responsible and most responsive by the OWNER.
By the order of the City of Carmel:
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 “Old Town Alley – 5th Street NE to 7th
Street NE Project” at the office of the Clerk Treasurer, One Civic Square, Carmel, Indiana (City
Hall) until 10:00 a.m. Local Time on or before Wednesday, May 7, 2014, and commencing as
soon as practicable thereafter during the Board of Public Works Meeting 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 – #13-06 – Old
Town Alley – 5th Street NE to 7th Street NE.”
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 712 feet of 12 feet wide porous asphalt or pervious concrete alley from the
north side of 5th Street NE to the south side of 7th Street NE, including concrete drive approach
installation / replacement, sanitary manhole installation, adjustment of water valves to grade, and
drain basin installations. Also included within the project will be the installation of
approximately 713 linear feet of varying depth, 8-inch diameter, perforated HDPE underdrain.
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 CrossRoad Engineers, PC
Department of Engineering - 1st Floor 3417 Sherman Drive
One Civic Square Beech Grove, IN 46107
Carmel, IN 46032 (317) 780-1555
Attn: Trent Newport, P.E., L.S.
Copies of such drawings and project manuals must be obtained from CrossRoad Engineers at the
address stated above, upon the payment of $50 for each set. These sets include full-size
drawings. Payment must be by check. NO CASH ACCEPTED. Make checks payable to
CrossRoad Engineers, PC. All payments and costs of Contract Documents are non-refundable.
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 Tuesday, April 29, 2014 at 10:00 a.m. local time 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
Publication dates: Thursday, April 17, 2014 and Thursday, April 24, 2014