HomeMy WebLinkAboutBPW-08-20-14 Paperless
Board of Public Works and Safety Meeting
AGENDA
Wednesday, August 20, 2014 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the August 6, 2014, Regular Meeting
2. BID/QUOTE OPENINGS/AWARDS
a. Bid Opening for 2014 Street Vehicles – Street Department; Dave Huffman, Street
Commissioner
b. Bid Opening for Main Street Improvements; Jeremy Kashman, City Engineer
3. PERFORMANCE RELEASES
a. Resolution No. BPW-08-20-14-01; Walnut Creek Drive Extension; Stormwater
Erosion & Sediment Controls; Lenard Wolfson, Wolfson & Young
b. Resolution No. BPW-08-20-14-01; Heather Knoll Section 3B; Erosion Control;
Wes Livingston, Ryland Homes
c. Resolution No. BPW-08-20-14-03; The Legacy Projects; Legacy Master
Infrastructure Phase 2; Streets; Tim Walter, Platinum Properties
d. Resolution No. BPW-08-20-14-04; The Legacy Projects; Meadows at Legacy
Section 1; Monuments and Markers; Tim Walter, Platinum Properties
e. Resolution No. BPW-08-20-14-05; The Legacy Projects; Ridge at Legacy Section 2;
Curb, Gutter and Streets; Tim Walter, Platinum Properties
f. Resolution No. BPW-08-20-14-06; The Legacy Projects; Master Infrastructure
Phase 2; BMP Treatment Liners; Tim Walter, Platinum Properties
g. Resolution No. BPW-08-20-14-07; Master Infrastructure Phase 3; Silt Fence; Tim
Walter, Platinum Properties
h. Resolution No. BPW-08-20-14-08; The Legacy Projects; Meadows at Legacy Sec 1;
Overlook at Legacy Sec 1; Legacy Residential Sec 1 – Phase 1; Construction BMP;
Tim Walter, Platinum Properties
4. CONTRACTS
a. Request for Purchase of Goods and Services; Change Order #1; Gerig-
Ottenweller; ($1,975.00); River Road Culvert Replacement over Elizabeth Warren
Drain; Jeremy Kashman, City Engineer
b. Request for Purchase of Goods and Services; LPA – Consulting Contract;
($86,300.00); Construction Inspection – Path Construction 136th from Keystone to
Gray; Jeremy Kashman, City Engineer
c. Request for Purchase of Goods and Services; Interlocal Agreement between
Hamilton County Solid Waste Board and the City of Carmel; John Duffy, Director
of Department of Utilities
d. Request for Purchase of Goods and Services; Carmel Clay School Corporation;
School Police and Resource Officer; Chief Tim Green, Carmel Police Department
e. Request for Purchase of Goods and services; Additional Service #1; ($74,357.00);
Keystone Bridges Concrete Maintenance Program; Dave Huffman, Street
Commissioner
f. Request for Purchase of Goods and Services; Gordon Flesch Company,
($7,397.10); Copier Lease; Mike Hollibaugh, Director of the Department of
Community Services
g. Request for Purchase of Goods and Services; Additional Service #1; Bartlett Tree
Services; ($15,000.00); Tree Removal/Maintenance; Mike Hollibaugh, Director of
the Department of Community Services
h. Request for Purchase of Goods and Services; PKS Construction; ($22,900.00);
Painting Station 41; Chief Matt Hoffman, Carmel Fire Department
i. Request for Purchase of Goods and Services; Preferred Global; ($40,157.62); Bay
Floor resealing/repair; Chief Matt Hoffman, Carmel Fire Department
5. CITY FACILITIES/STREETS USE
a. Request to Use Gazebo and Common Area; National Night Out; August 4, 2015;
6:00 p.m. to 8:00 p.m.; Ann Gallagher, Carmel Police Department
b. Request to Close City Street; Painting; September 21, 2014; 9:00 a.m. to 5:00 p.m.;
Jerry Points
c. Request to Use City Streets; Run/Walk; October 18, 2014; 8:00 a.m. to 11:00 a.m.;
Trinity Free Clinic
d. Request to Close City Streets; Chinese Mooncake Festival; September 13, 2014;
6:30 p.m. to 7:10 p.m.; Meg Osborne
e. Request to City Streets; Block Party; August 23, 2014; 4:00 p.m. to 10:00 p.m.;
Village of West Clay North
f. Request to Use City Streets; Run/Walk; September 27, 2014; 6:30 a.m. to Noon;
Creekside Middle School
g. Request to Use City Street; Lawnmower Race; September 20, 2014; 8:00 a.m. to
8:00 p.m.; Brookshire North HOA
h. Request to Use City Streets; Cookout; September 6, 2014; 9:00 a.m. to 4:00 p.m.;
Lakewood Gardens
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 Variance; Commercial Drive Standard; Lakeside Apartments; Josh
Hogan, American Structurepoint
c. Request for Driveway Modification; 10890 Weston Drive; Melissa Millikin
d. Request for Variance; Pool Deck and Landscaping in Easement; 485 Wetherly
Lake Drive; Eric/Karla Schlichte
e. Request for Consent to Encroach; 485 Wetherby Lake Drive; Eric/Karla Schlichte
f. Request for Consent to Encroach; 10521 Bishop Circle; Robert/Jill Batler
g. Request for Stormwater Technical Standards Variances; Walter Justus, Justus
Home Builders
h. Request for Stormwater Technical Standards Variances; Benjamin Deichmann,
SJCA Engineers & Surveyors
i. Request for Sidewalk Closure/Lane Restrictions; 3711 Coachman Drive; Resa
Glover, Vectren Energy
j. Request for Road Closure; Cherry Tree Road; Tim Walter, Platinum Properties
k. Request for Pathway Closure/Removal/Installation; 11610 N. College Avenue;
Jacob Kerr, Brandt Construction
l. Request for Open Cuts, Lane Closure & Construction Entrance; Blackwell Park
Section 2; John Edwards, Elevation Excavation
m. Request for Replat of Block I – The Cottages at Carmel; Troy Terew, True NOrth
Surveying
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, AUGUST 6, 2014 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:04 a.m.
MEMBERS PRESENT
Mayor Brainard, Board Member; Mary Ann Burke, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the July 16, 2014 Regular meeting were tabled.
BID/QUOTE OPENING/AWARD
Bid Opening for Tandem Trucks – Street Department; Mayor Brainard opened and read the bids
aloud;
Company Amount Alternate 1 Alternate 2
Rush Truck Center $799,960.00 -$25,450.00 $15,585.00
Stoops $796,175.00 -$25,350 $15,585.00
M&K Trucks $908,000.00
The Bids were given to Dave Huffman, Street Commissioner for review and recommendation.
Bid Opening for Vehicles – Department of Community Services; Mayor Brainard opened and read the
bids aloud;
Company Amount Alternate 1
Tom Wood Subaru $90,227.00 Non Responsive
The Bids were given to Mike Hollibaugh, Director of the Department of Community Services for
review and recommendation.
PERFORMANCE RELEASES
Resolution No. BPW-08-06-14-01; Sanctuary @116th; Sections One, Two A and Three; Erosion
Control; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Resolution No. BPW-08-06-14-02; Penn Circle; Erosion Control; Mayor Brainard moved to approve.
Board Member Burke seconded. Request approved 2-0.
Resolution No. BPW-08-06-14-03; Carmel Racquet Club; Erosion Control; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 2-0.
Resolution No. BPW-08-06-14-04; Ed Martin Parking Lot; Storm Sewers; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 2-0.
Resolution No. BPW-08-06-14-05; Hadley Grove; Water Mains; Mayor Brainard moved to approve.
Board Member Burke seconded. Request approved 2-0.
CONTRACTS
Request for Purchase of Goods and Services; Change Order #2; E&B Paving; (Increase $9,761.05);
Illinois Street Extension; Mayor Brainard moved to approve. Board Member Burke seconded.
Request approved 2-0.
Request for Purchase of Goods and Services; Change Order #2; (Increase $12,776.25); Ottenweller
Contracting; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved
2-0.
Request for Purchase of Goods and Services; Additional Service #10; CrossRoad Engineers;
($5,000.00); On Call Engineering; Mayor Brainard moved to approve. Board Member Burke
seconded. Request approved 2-0.
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;
Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Request for Purchase of Goods and Services; Adams Flooring; ($12,667.53): Flooring for Fire
Station; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Request for Purchase of Goods and Services; Letter of Engagement; Parr, Richey, Obremskey,
Frandsen & Patterson; Utility Related Issues; Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 2-0.
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; Mayor Brainard moved to approve.
Board Member Burke seconded. Request approved 2-0.
CITY FACILITIES/STREETS/USE
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; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 2-0.
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;
Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Request to Use City Streets; Bicycle Ride; September 14, 2014; 8:00 a.m. to 5:00 p.m.; RollFast Gran
Fondo; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
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; Mayor Brainard moved to approve. Board Member Burke seconded. Request
approved 2-0.
Request to Use Center Green; Political Event; September 3, 2014 thru September 5, 2014; All Day;
Andrew Greider, Hamilton County Republican Party; Mayor Brainard moved to approve. Board
Member Burke seconded. Request approved 2-0.
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; Mayor Brainard moved to approve. Board
Member Burke seconded. Request approved 2-0.
Request to Use City Streets; Block Party; August 31, 2014; 4:00 p.m. to 9:00 p.m.; Meredith Koski,
Abney Glen HOA; Mayor Brainard moved to approve. Board Member Burke seconded. Request
approved 2-0.
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; Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 2-0.
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; Mayor Brainard moved to approve. Board
Member Burke 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 Final Plat Approval; Village of West Clay Section 10010E; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 2-0.
Request for Variance from City of Carmel Standard; Residential Driveway Concrete to Exposed
Aggregate; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-
0.
Request for Consent to Encroach; 10571 Noma Court; Trees in Easements; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 2-0.
Request for Variance; 10521 Bishop Circle; Landscaping and Retaining Wall in Easement; Mayor
Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Request For Variance; 14230 Brandt Lane; Fence in Easement; Mayor Brainard moved to approve.
Board Member Burke seconded. Request approved 2-0.
Request for Variance; 2544 Milano Drive; Installation of Patio in Easement; Mayor Brainard moved
to approve. Board Member Burke seconded. Request approved 2-0.
Request for Lane Restrictions; Various Locations -Lane Closure; 106th & Westfield Pathway/Sidewalk
Closure; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Request for Temporary Construction Entrance/Sidewalk Closure; Lot #2; B&B Park Subdivision;
Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 2-0.
Request for Lane Restriction; 116th Roundabout at Keystone; Mayor Brainard moved to approve.
Board Member Burke seconded. Request approved 2-0.
Request for Sidewalk Closure/Lane Restriction; 2305 Augusta Drive; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 2-0.
APPEAL HEARING
REMAINS TABLED: Appeal Notice of Corrections
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, August 20th,
2014 at the office of the Clerk-Treasurer, One Civic Square, 3rd Floor, Carmel, Indiana, 46032, for the
following items:
5 (Five) New 2015 ¾ Ton, 4 Wheel Drive, Regular Cab Pickup Trucks
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 STREET PICKUP TRUCKS” on the lower left hand corner of the envelope.
Bids will be opened and read aloud at 10:00 A.M. on August 20th, 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 31st and August 7th, 2014.
Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074
NTB-1
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 “Main Street Improvements Project” at
the office of the Clerk Treasurer, One Civic Square, Carmel, Indiana (City Hall) 10:00 AM Local
Time on or before August 20, 2014, 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 –Main Street
Improvements City of Carmel Project #14-06.
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.
A pre-bid meeting has been scheduled for August 12, 2014 at 9:00 a.m. in the Caucus Room of
Carmel City Hall. Any contractors planning to submit bids on this project are encouraged to
attend this meeting.
The Project consists of, but is not necessarily limited to, the following:
(1) Construction West of U.S. 31 Interchange:
Construction of Main Street beginning approximately 425 feet west Illinois Street and ending
approximately 850 feet east of Illinois Street.
(2) Construction East of U.S. 31 Interchange:
Construction of Main Street beginning approximately at Virginia Boulevard and continuing
east to Old Meridian Street including a roundabout at Grand Boulevard.
Contract Documents for the Project have been assembled into one bound project manual, which
together with drawings, may be examined at the following locations on or after July 31, 2014:
City of Carmel
Department of Engineering - 1st Floor
One Civic Square
Carmel, IN 46032
(317) 571-2441
NTB-2
American Structurepoint, Inc
7260 Shadeland Station
Indianapolis, IN 46256
(317) 547-5580
Complete sets of bidding documents can be obtained from Eastern Engineering Supply, 9901
Allisonville Road, Fishers, IN 46038 through the American Structurepoint plan room,
http://www.structurepointplanroom.com/, for a Non-Refundable fee of $150.00 for each
complete set. These sets include half-size drawings, cross sections, and project specifications.
All payments and costs of Contract Documents are non-refundable.
Bidders shall assure 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
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 sixty (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 sixty (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
Publication Dates: July 31 and August 7, 2014