HomeMy WebLinkAboutBPW-05-20-15 Paperless packet
Board of Public Works and Safety Meeting
AGENDA
Wednesday, May 20, 2015 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the May 6, 2015, Regular Meeting
2. BIDS & QUOTES OPENING & AWARDS
a. Bid Opening for the 2015 Engineering Vehicles; Jeremy Kashman, City Engineer
b. Bid Opening for the Keystone Parkway/Main Street Roundabout Landscape;
Jeremy Kashman, City Engineer
c. Bid Opening for the Annally Drive Water Main Project; (BID HAS BEEN
POSTPONED); John Duffy, Director of the Department of Utilities
d. Quote Opening for Cool Creek Pond Outlet Rehabilitation; Tiffany Boone, Staff
Engineer
3. PERFORMANCE RELEASES
a. Resolution No. BPW-05-20-15-01; Long Ridge Estates Section 4; Interior
Sidewalks; Tim Berry, Platinum Properties
b. Resolution No. BPW-05-20-15-04; Legacy Meadows; On Site Storm Sewers; Tim
Berry, Platinum Properties
4. CONTRACTS
a. Request for Purchase of Goods and Services; HWC Engineering; ($30,500.00);
Small Structure Inventory; Jeremy Kashman, City Engineer
b. Request for Purchase of Goods and Services; HWC Engineering; ($229,345.00);
Small Structure Replacement; Jeremy Kashman, City Engineer
c. Request for Purchase of Goods and Services; Foundation Business Systems, LLC;
($10,000.00); Stormwater Inspection Software; Jeremy Kashman, City Engineer
d. Request for Purchase of Goods and Services; Herzig; ($600.00); Jazz on the
Monon Entertainment; Nancy Heck, Director of the Department of Community
Relations
e. Request for Purchase of Goods and Services; Blair Clark; ($600.00); Jazz on the
Monon Entertainment; Nancy Heck, Director of the Department of Community
Relations
f. Request for Purchase of Goods and Services; Rodney Stepp & Steppin Out Band;
($600.00); Jazz on the Monon Entertainment; Nancy Heck, Director of the
Department of Community Relations
g. Request for Purchase of Goods and Services; Quick Trio; ($600.00); Jazz on the
Monon Entertainment; Nancy Heck, Director of the Department of Community
Relations
h. Request for Purchase of Goods and Services; Resolution BPW-05-20-15-05;
Ratifying the Mayor’s Signature; Interlocal Agreement between the Indianapolis
Public Transportation Corporation and the City of Carmel; Mike Hollibaugh,
Director of the Department of Community Service
i. Request for Purchase of Goods and Services; Resolution BPW-05-20-15-06;
Ratifying the Mayor’s Signature; Telamon; Carmel Solar Array Project; John
Duffy, Director of the Department of Utilities
j. Request for Purchase of Goods and Services; US Geological Survey; Jeremy
Kashman, City Engineer
k. Request for Purchase of Goods and Services; Christopher Burke Engineer;
($20,000.00); NPDES Phase II and Plan Review; Jeremy Kashman, City Engineer
5. REQUEST TO USE CITY STREETS/PROPERTY
a. Request to Use Caucus Room; Meeting; June 8, 2015; 6:30 p.m. to 8:00 p.m.;
Russian School of Indiana
b. Request to Use Gazebo; Day of Yoga; June 21, 2015; 5:00 a.m. to 11:00 a.m.; Raju
Chinthala
c. Request to Use Gazebo and Common Area; Wedding; June 4, 2016; 9:00 a.m. to
9:00 p.m.; Rehearsal June 3, 2015; 5:00 p.m. to 6:00 p.m.; Erica Vernasco
d. Request to Use Gazebo and Common Area; Memorial Service; May 4, 2016; 3:00
p.m. to 8:30 p.m.; Carmel Police Department
e. Request to Use Gazebo and Common Area; Ceremony; July 25, 2015; 2:00 p.m. to
11:00 p.m.; Public Safety Appreciation Day
6. OTHER
a. Request for Lane Restriction; Various Locations; Jamie Neal, Michels
Communications
b. Request for Temporary Construction Entrance; 14048 Jameson Lane; Kevin
Bonnet, Dalton Construction
c. Request for Recreational Pathway Closure; 116th and College Drive; Radoslav
Nedkow, CEI Engineering Associates
d. Request for Drainage Easement Agreement; Emerson Road; Jeremy Kashman, City
Engineer
e. Request of Performance Bond Amount Reduction; Long Ridge Estates Section 3A
& 3B; Tim Berry, Platinum Properties
f. Request for Performance Bond Amount Reduction; Bellewood Subdivision; Tim
Berry, Platinum Properties
g. Request for Stormwater Technical Manual Variance; Tallyn’s Ridge; Brian
Robinson Stoeppelwerth Engineering
h. Request for Variance; 14013 Knightstown Drive West; Brian and Lindsay Clark
i. Request for Variance; Gray Oaks Subdivision; Jeffrey Delello, JLD Properties
j. Request for Variance; 10563 Elizabeth Court; Matthew Scozzaro
k. Request for Consent to Encroach; 14013 Knightstown Drive West; Brian and
Lindsay Clark
l. Request for Consent to Encroach; Gray Oaks Subdivision; Jeffrey Delello, JLD
Properties
m. Request for Consent to Encroach; 741 1st Avenue NW; Peter and Jean Driscoll
7. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, MAY 6, 2015 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:00 a.m.
MEMBERS PRESENT
Mayor James Brainard, Board Member; Lori Watson and Mary Ann Burke, Deputy Clerk; Sandy
Johnson
MINUTES
Minutes for the April 15, 2015 Regular meeting were approved 3-0.
BID & QUOTE OPENINGS AND AWARDS
Bid Opening for the 2015 Paving Project; The bids were opened and read aloud by Mayor Brainard,
Company Amount
Rieth Riley $4,764,600.00
E&B Paving $5,402,277.00
Milestone Construction $5,340,079.40
The Bids were given to Dave Huffman, Street Commissioner, for review and recommendation.
Bid Opening for 106th and Illinois Water Main Extension; The bids were opened and read aloud by
Mayor Brainard,
Company Amount
Midwest Mole $221,252.00
TPI $171,850.00
TSW Utility $152,380.00
The Bids were given to John Duffy, Director of the Department of Utilities, for review and
recommendation.
Bid Award for Fire Engine; This item was removed from the agenda
PERFORMANCE RELEASES
Resolution No. BPW-05-06-15-01; The Center; ROW Work; Mayor Brainard moved to approve.
Board Member Burke seconded. Request approved 3-0.
Resolution No. BPW0-05-06-15-02; Cherry Creek Blvd; Road Widening & Curbs; Mayor Brainard
moved to approve. Board Member Burke seconded. Request approved 3-0.
CONTRACTS
Request for Purchase of Goods and Services; Crossroad Engineers; Additional Service #19;
($23,000.00); Emerson Drive Storm Water Project Easement and Pothole project; Mayor Brainard
moved to approve. Board Member Burke seconded. Request approved 3-0.
Request for Purchase of Goods and Services; HIS Constructors; ($80,325.00); Keystone Bridge Beam
Repair; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0.
Request for Purchase of Goods and Services; INDOT LPA Agreement; (10% of Federal Funds which
cannot exceed $1,514,700.00); 116th and Gray Road; Mayor Brainard moved to approve. Board
Member Burke seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Clark Dietz – LPA Consulting; ($173,166.40); Bike Path
106th Street from Ditch to Illinois; Mayor Brainard moved to approve. Board Member Burke
seconded. Request approved 3-0.
REQUEST TO USE CITY STREETS/PROPERTY
Request to Use Japanese Garden; Wedding; May 21, 2015; 5:30 p.m. to 6:30 p.m., George Goodwin
and Katherine Collins; Mayor Brainard moved to approve. Board Member Burke seconded. Request
approved 3-0.
Request to Use Japanese Garden; Meeting; May 14, 2015; 6:00 p.m. to 8:00 p.m.; Carmel Sister
Cities; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0.
Request to Use Gazebo, Japanese Garden and Common Areas; Wedding; July 18, 2015; 10:00 a.m. to
Midnight; Rehearsal; July 17, 2015 7:00 p.m. to 9:00 p.m.; Shannon Thomas; Mayor Brainard moved
to approve. Board Member Burke seconded. Request approved 3-0.
Request to Use Gazebo and Common Areas; Concert; September 19, 2015; Noon to 8:00 p.m.; Indiana
Spine Group; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved
3-0.
Request to Use Gazebo and Common Area; Wedding; September 26, 2015; 10:00 a.m. to Midnight;
Rehearsal; September 25, 2015; 6:00 p.m. to 8:00 p.m.; Kyle Andrzejak; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 3-0.
Request to Use Fountain Area; Burn Camp Ride; May 27, 2015; 6:30 a.m. to 9:30 a.m.; Carmel Fire
Department; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved
3-0.
Request to Use Gazebo and Common Area; Birthday Party; May 9, 2015; 3:00 p.m. to 7:00 p.m.;
Chantelle Flannery; Mayor Brainard moved to approve. Board Member Burke seconded. Request
approved 3-0.
Request to Use Gazebo and Common Area; Bridal Shower; June 28, 2015; 11:00 a.m. to 4:00 p.m.;
Jessica Chambers; Mayor Brainard moved to approve. Board Member Burke seconded. Request
approved 3-0.
Request to Use City Streets; Fund Raiser; May 29, 2015; 10:30 a.m. to Noon; Carmel Police
Department/Special Olympics; Mayor Brainard moved to approve. Board Member Burke seconded.
Request approved 3-0.
OTHER
Conflict of Interest Disclosure Statement; Doug Haney, City Attorney
Request for Street Closure/Open Pavement Cuts; 255 1st Street SW; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 3-0.
Request for Curb Cut Request/Recreational Pathway Closure; 1680 West Main Street; Mayor
Brainard moved to approve. Board Member Burke seconded. Request approved 3-0.
Request for Lane Restrictions/Open Pavement Cut; 9815 Westfield Blvd; Mayor Brainard moved to
approve. Board Member Burke seconded. Request approved 3-0.
Request for Lane Restiriction/Test Hole Locations; City Center Drive @ Guilford; Mayor Brainard
moved to approve. Board Member Burke seconded. Request approved 3-0.
Request for Additional Curb Cut; 1426 East 126th; Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 3-0.
Request for Drainage Easement; 437 Emerson Road; Emerson Drive Drainage Project; Mayor
Brainard moved to approve. Board Member Burke seconded. Request approved 3-0.
Request for Storm Water Quality Management Easement; Meridian 131 LLC; Mayor Brainard moved
to approve. Board Member Burke seconded. Request approved 3-0.
Request for Variance; 5495 Grandin Hall Circle; Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 3-0.
Request for Variance; 14045 Knightstown Drive East; Mayor Brainard moved to approve. Board
Member Burke seconded. Request approved 3-0.
Request to Encroach; 5495 Grandin Hall Circle; Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 3-0.
Request to Encroach; 14045 Knightstown Drive East; Mayor Brainard moved to approve. Board
Member Burke seconded. Request approved 3-0.
Request for Property Maintenance Code Variance; The Pint Room at Sophia Square; Outdoor Seating
in Right of Way; Mayor Brainard moved to approve. Board Member Burke seconded. Request
approved 3-0.
Request for Final Plat; Westmont Section 2B; Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 3-0.
Request for Stormwater Technical Standards Variance; Mayor Brainard moved to approve. Board
Member Burke seconded. Request approved 3-0.
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:12 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, IN, will receive sealed bids for Department of Engineering vehicles during
regular business hours, up to, but not later than 10:00 A.M. local time, May 20th, 2014, at the
office of the Clerk-Treasurer, One Civic Square, 3rd Floor, Carmel, IN, 46032, for the
following items:
3 (Three) New 2015 Hybrid System or Flex Fuel System Four Door, Four Wheel
Drive SUVs.
A split bid will not be accepted.
Vehicles to be traded:
Two (2) 2006 Ford Escape Hybrids
Vehicles for trade may be examined at
One Civic Square, Carmel, IN 46032
Please contact: Kate Lustig, Department of Engineering, One Civic Square, Carmel, IN
46032 317-571-2432.
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 – ENG VEHICLES” on the
lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on May
20, 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 Engineering 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
Engineering, One Civic Square, Carmel, IN, 46032.
Questions regarding this solicitation must be written and delivered to the Carmel Department of
Engineering. All responses will be written and made available with the specifications at the
Department of Engineering. Please call the Department of Engineering 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
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 above described “Keystone –Main
Roundabout Landscaping 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 May 20, 2015 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 – Project #15-
10 Keystone – Main Roundabout Landscaping Project” 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:
Project Description
Hardscape and softscape installation at and adjacent to the roundabout at Keystone Avenue
and Main Street. Median and shoulder softscape installation on Keystone Avenue and Main
Street. Project includes construction of stone walls, cast stone urns, lighting, irrigation,
electrical connections, plant material, and complete site restoration.
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 April 30, 2015:
City of Carmel Repro Graphics.Inc.
Department of Engineering - 1st Floor 437 N. Illinois Street
One Civic Square Indianapolis, IN 46204
Carmel, IN 46032 www.reprographix.com
Copies of such drawings and project manuals must be obtained from Repro Graphics, Inc. at the
address stated above, upon the payment for each set. These sets include full-size drawings. 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 May 13, 2015 10:00 a.m. 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
00100-1
Advertisement for Bids
BID NOTICE
CITY OF CARMEL, INDIANA
Separate sealed BIDS for the construction of the Annally Drive Area Water Main Extension
Project will be received by the City of Carmel, Board of Public Works and Safety at the City of
Carmel, City Hall, located at One Civic Square, Carmel, Indiana 46032 on May 20, 2015 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 or mailed to the City of Carmel, City Hall, Clerk-
Treasurers Office located at One Civic Square, Carmel, Indiana 46032 and received by or
before 10:00 a.m. (local time) on May 20, 2015 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 20, 2015.
The project involves the construction of approximately 2,970 linear feet of 6-inch and 8-inch
water main with valves, fittings and other appurtenances by a combination of open excavation
and horizontal directional drilling. The project also includes the construction of fire hydrants
and water service lines.
A pre-bid conference has been scheduled for this project. The pre-bid conference will be held on
May 12, 2015 at 10:00 a.m. at the Carmel Water Operations Office located at 3450 W. 131st
Street, Carmel, IN 46074. 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
Copies of the Contract Bid Documents may be obtained at the office of United Consulting,
00100-2
Advertisement for Bids
located at 1625 N. Post Road, Indianapolis, Indiana, 46219-1995 Telephone (317) 895-2585,
upon a nonrefundable payment of $100.00 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 (if 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: Annally Drive Area Water Main Extension 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.
00100-3
Advertisement for Bids
Each BIDDER is responsible for inspecting the Project Site and for reading and being thoroughly
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.
Wage rates on this project shall not be less than the prescribed Common Construction Wage
Scale (copy included in the bid documents) as determined in accordance with IC 5-16-7.
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