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HomeMy WebLinkAboutBPW-08-06-14 Paperless Board of Public Works and Safety Meeting AGENDA Wednesday, August 6, 2014 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the July 16, 2014, Regular Meeting 2. BID/QUOTE OPENINGS/AWARDS a. Bid Opening for 2014 Tandem Trucks – Street Department; Dave Huffman, Street Commissioner b. Bid Opening for 2014 Department of Community Services Vehicles; Mike Hollibaugh, Director of the Department of Community Services 3. PERFORMANCE RELEASES a. Resolution No. BPW-08-06-14-01; Sanctuary @116th; Sections One, Two A and Three; Erosion Control; Paul Shoopman, Shoopman Builders b. Resolution No. BPW-08-06-14-02; Penn Circle; Erosion Control; Eric Riddle, Gene B Glick Company c. Resolution No. BPW-08-06-14-03; Carmel Racquet Club; Erosion Control; Mike Meharg, Blaze Construction d. Resolution No. BPW-08-06-14-04; Ed Martin Parking Lot; Storm Sewers; Andy Armstong, Oles Engineering e. Resolution No. BPW-08-06-14-05; Hadley Grove; Water Mains; Matt Howard, M/I Homes 4. CONTRACTS a. Request for Purchase of Goods and Services; Change Order #2; E&B Paving; (Increase $9,761.05); Illinois Street Extension; Jeremy Kashman, City Engineer b. Request for Purchase of Goods and Services; Change Order #2; (Increase $12,776.25); Ottenweller Contracting; Jeremy Kashman, City Engineer c. Request for Purchase of Goods and Services; Additional Service #10; CrossRoad Engineers; ($5,000.00); On Call Engineering; Jeremy Kashman, City Engineer d. Request for Purchase of Goods and Services; Additional Services #11; CrossRoad Engineers; ($35,000.00); Arm of Little Cool Creek Drainage Improvements – Emerson Drive Drainage Study; Jeremy Kashman, City Engineer e. Request for Purchase of Goods and Services; Adams Flooring; ($12,667.53): Flooring for Fire Station; Chief Matt Hoffman, Carmel Fire Department f. Request for Purchase of Goods and Services; Letter of Engagement; Parr, Richey, Obremskey, Frandsen & Patterson; Utility Related Issues; Douglas Haney, City Attorney g. Request for Purchase of Goods and Services; BPW-08-06-14-06; Acknowledging Receipt of Contract for MelRac LLC; ($775.00/Month); Mayor’s Vehicle Lease; Steve Engelking, Director of the Department of Administration 5. CITY FACILITIES/STREETS USE a. Request to Use Gazebo and Common Area; Wedding; August 23, 2014; 5:00 a.m. to Midnight; Rehearsal; August 22, 2014; 7:00 p.m. to 9:00 p.m.; Alicia Aleman b. Request to Use Carmel Center Green, Common Grounds and James Building; Carmel’s Farmers Market; Saturdays May 2, 2015 thru September 26, 2015; Ron Carter, Carmel Farmer’s Market c. Request to Use City Streets; Bicycle Ride; September 14, 2014; 8:00 a.m. to 5:00 p.m.; RollFast Gran Fondo d. Request to Use City Streets; Block Party; August 24, 2014; 4:00 p.m. to 8:00 p.m.; Daniele Berker, Village of West Clay e. Request to Use Center Green; Political Event; September 3, 2014 thru September 5, 2014; All Day; Andrew Greider, Hamilton County Republican Party f. Request to Use Gazebo and Common Area; Church Ministry Festival; September 13, 2014; 10:00 a.m. to 7:00 p.m.; Benjamin Grimes, Just a Step Ministries g. Request to Use City Streets; Block Party; August 31, 2014; 4:00 p.m. to 9:00 p.m.; Meredith Koski, Abney Glen HOA h. Request to Use Gazebo and Common Area; Nationwide Watch Party; September 5, 2014; 4:00 p.m. to 10:00 p.m.; Jim Seidel, American Cancer Society i. Request to Use Gazebo and Common Area; Church Picnic; September 21, 2014; 10:00 a.m. to 1:00 p.m.; Deb Hedgecock, North Park Community Church 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 Final Plat Approval; Village of West Clay Section 10010E; Brett Huff, Stoeppelwerth c. Request for Variance from City of Carmel Standard; Residential Driveway Concrete to Exposed Aggregate; Robert and Annette Delaney d. Request for Consent to Encroach; 10571 Noma Court; Trees in Easements; Sakib & Kiran Khalid e. Request for Variance; 10521 Bishop Circle; Landscaping and Retaining Wall in Easement; Bob & Jill Batler f. Request For Variance; 14230 Brandt Lane; Fence in Easement; Nathan & Victoria Villamin g. Request for Variance; 2544 Milano Drive; Installation of Patio in Easement; William & Sherill Zierke h. Request for Lane Restrictions; Various Locations -Lane Closure; 106th & Westfield Pathway/Sidewalk Closure; Josh Miller, Onpoint i. Request for Temporary Construction Entrance/Sidewalk Closure; Lot #2; B&B Park Subdivision; David Marks, Williams Creek j. Request for Lane Restriction; 116th Roundabout at Keystone; Wendy Noble, AT&T k. Request for Sidewalk Closure/Lane Restriction; 2305 Augusta Drive; Resa Glover, Vectren Energy 7. APPEAL HEARING a. Continued: 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, JULY 16, 2014 –10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Board Member Burke called the meeting to order at 10:01 a.m. MEMBERS PRESENT Board Members; Lori Watson and Mary Ann Burke, Deputy Clerk; Sandy Johnson MINUTES Minutes for the July 2, 2014 Regular meeting were approved 2-0. BID/QUOTE OPENING/AWARD Bid Opening for : 301 Mallard Court 300 Mallard Court 303 Pintail Court No bids were received Bid Opening for the 2014 Paving Project; Board Member Burke opened and read the bids aloud; Company Amount Alternate 1 Alternate 2 Rieth-Riley $3,422,053.56 $186.980.00 $ 99,205.00 Milestone Contractors $3,355,826.20 $197,970.00 $105,805.00 E&B Paving $3,456,594.19 $197,181.96 $ 99,331.35 Grady Brothers $3,970,402.00 $199,960.00 $ 84,240.50 The Bids were given to Dave Huffman, Street Commissioner for review and recommendation. Bid Award for Manhole Rehabilitation; Culy Construction; ($259,221.00); This was the lowest and most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. PERFORMANCE RELEASES Resolution BPW-07-16-14-01; Abney Glenn; Concrete Sidewalks – interior; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution BPW-07-16-014-02; Stafford Place, Section 3; Monuments and Markers; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution BPW-07-16-14-03; Westmont Section 1; Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution BPW-07-16-14-04; River Road Shops; Water Main; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution BPW-07-16-14-05; Legacy Meadows; Water and Sewer Section II; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. CONTRACTS Request for Purchase of Goods and Services; Change Order #1; E&B Paving; ($16,401.20); Illinois Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; FireCatt; ($4,680.00); Hose Testing; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Cynthia Harden;($600.00); Jazz on the Monon; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Jerry Points; ($3,000.00); Director of Carmel on Canvas; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Purchase of Goods and Services; Jerry Points; ($35,000.00); Art Advisor; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. CITY FACILITIES/STREETS/USE Request to Use Gazebo and Common Grounds; Wedding; April 25, 2015; Noon to 4:00 p.m.; Rehearsal; April 24, 2015; 5:00 p.m. to 6:00 p.m.; Kailyn Pitman; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request to Use City Streets; Block Party; August 8, 2014; 5:00 p.m. to 11:00 p.m.; Dominic DelCarlo; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request to Use City Streets; Homecoming; September 12, 2014; 1:00 p.m.; Amy Skeens-Benton, Carmel High School; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. OTHER TABLED 2/6/11; Request for Dedication of Streets; Traditions on the Monon; Robert Potokar, HOA Traditions on the Monon Request for Consent to Encroach; 5734 Prelude Lane; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Temporary Access Entrance/Sidewalk Closure; Gray Road @ Brookshire Golf Course; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Open Pavement Cut/Lane Closure/Recreational Pathway; West Carmel Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Lane Restriction; 830 W. Carmel Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Sidewalk Closure; 620 2nd Avenue NE; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Pathway Closure; Pennsylvania Street between 106th & 111th; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Temporary Construction Entrance; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Temporary Construction Entrance; Sanctuary 116th Section 6; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Request for Temporary Construction Entrance; Drury Plaza Hotel; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. APPEAL HEARING REMAINS TABLED: Appeal Notice of Corrections ADJOURNMENT Board Member Burke adjourned the meeting at 10:08 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, August 6th, 2014 at the office of the Clerk-Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, 46032, for the following items: 5 (Five) New 2014 Diesel Heavy Duty Tandem Axle Chassis 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 TANDEM STREET TRUCKS” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 A.M. on August 6th, 2014 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, One 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. The specifications are set forth in detailed documents on file at the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. Questions regarding this solicitation must be written and delivered to the Carmel Street Department. All responses will be written and made available with the specifications at the Street Department. Please call the Street Department to confirm whether or not any such written questions and/or responses exist. 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 Please publish July 3rd and July 10th, 2014. 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, IN, will receive sealed bids for Department of Community Services vehicles during regular business hours, up to, but not later than 10:00 A.M. local time, August 6, 2014, at the office of the Clerk-Treasurer, One Civic Square, 3rd Floor, Carmel, IN, 46032, for the following items: 4 (Four) New 2015 Subaru Forester 4-Wheel Drive SUVs Specifications: Style: 2.5i Symmetrical All-wheel Drive, Subaru Boxer Engine, 4 Speed Automatic Interior: Gray Cloth, Bluetooth hands-free connectivity Exterior: Satin White Pearl, Splash Guards, Rear Cargo Tray Anti Slip Mat OR 4 (Four) 2015 Subaru Crosstrek, Hybrid, 2.0 Liter DOHC Engine, Lineartronic CVT, Cloth Upholstery, Bluetooth hands-free connectivity A split bid will not be accepted. Vehicles to be traded: Four (4) 2006 Ford Escape Hybrids Vehicles for trade may be examined at One Civic Square, Carmel, IN 46032 Please contact: Lisa M. Stewart, Department of Community Services, One Civic Square, Carmel, IN 46032 317-571-2418 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. General Form No. 96 must be completed and filed as a part of the bid package. All bids are to be sealed with the words “BID – DOCS VEHICLES” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on August 6, 2014, at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, One Civic Square, Carmel, IN. All persons interested in bidding shall register a contact name and address with the Department of Community Services 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 the Carmel Department of Community Services, One Civic Square, Carmel, IN, 46032. Questions regarding this solicitation must be written and delivered to the Carmel Department of Community Services. All responses will be written and made available with the specifications at the Department of Community Services. Please call the Department of Community Services to confirm whether any such written questions and/or responses exist. 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