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HomeMy WebLinkAboutBPW-04-01-15 Paperless packetBoard of Public Works and Safety Meeting AGENDA Wednesday, April 1, 2015 – 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the March 18, 2015, Regular Meeting 2. BID/QUOTES – OPENINGS/AWARDS a. Bid Opening for Fire Engines; Chief Haboush, Carmel Fire Department b. Bid Opening 2015 Additional Mowing Package; Dave Huffman, Street Commissioner 3. PERFORMANCE RELEASES a. Resolution BPW-04-01-15-01; Legacy Towns & Flats 2; Common Area & Sidewalks, Ramps; Tim Walter, Platinum Properties b. Resolution BPW-04-01-15-02; Overbrook Section 2 &3; Pavement Curbs and Signage; Mark Bridwell, Fischer Development 4. CONTRACTS a. Request for Purchase of Goods and Services; Crossroad Engineers; Additional Service #18; ($50,000.00); Plan Review; Jeremy Kashman, City Engineer b. Request for Purchase of Goods and Services; Woolpert; ($30,000.00); Software Installation and Training; John Duffy, Director of the Department of Utilities c. Request for Purchase of Goods and Services; Melrose Pyrotechnics; Additional Service #1; ($25,000.00); Fireworks for CarmelFest; Nancy Heck, Director of the Department of Community Relations d. Request for Purchase of Goods and Services; Next Step Realty; ($24,000.00); Rental House for Fireman; Chief Haboush, Carmel Fire Department e. Request for Purchase of Goods and Services; Robert Patterson; ($18,000.00); Lease of 631 Mohawk Court; Chief Haboush, Carmel Fire Department f. Request for Purchase of Goods and Services; TMT; Additional Service; ($28,903.80); Mulching and Weed Control; Dave Huffman, Street Commissioner g. Request for Purchase of Goods and Services; CHA Consulting; ($180,085.00); Priority Way and 96th Street Roundabout; Jeremy Kashman, City Engineer 5. USE OF CITY OWNED PROPERTY a. Request to Use Japanese Garden; Meeting; May 11, 2015; 6:00 p.m. to 9:30 p.m.; Girl Scout Troop 1516 b. Request to Use Gazebo; Concert; June 19, 2015; 4:00 p.m. to 10:00 p.m.; Indiana Wind Symphony c. Request to Use Gazebo/Council Chambers; National Day of Prayer; May 7, 2015; 11:15 a.m. to 1:00 p.m.; Jane Reiman d. Request to Close City Streets; Festival; July 18, 2015; 10:00 a.m. to Midnight; Megan McVickers e. Request to Close City Street; Carmel Marathon; Various dates for 2016,2017, 2018; Nancy Heck 6. OTHER a. Resolution BPW-04-01-15-03; Art Grant for Museum of Miniature Houses; Mayor Brainard b. Resolution BPW-04-01-15-04; Art Grant for Young Voices Inspire; Mayor Brainard c. Resolution BPW-04-01-15-05; Art Grant for International Talent Academy; Mayor Brainard d. Resolution BPW-04-01-15-06; Art Grant for Indianapolis Symphonic Choir; Mayor Brainard e. Resolution BPW-04-01-15-07; Art Grant for Indianapolis Children’s Choir; Mayor Brainard f. Resolution BPW-04-01-15-08; Art Grant for Indiana Wind Symphony; Mayor Brainard g. Resolution BPW-04-01-15-09; Art Grant for Indiana Symphony Society; Mayor Brainard h. Resolution BPW-04-01-15-10; Art Grant for Actors Theatre of Indiana; Mayor Brainard i. Resolution BPW-04-01-15-11; Art Grant for Indiana Ballet Conservatory; Mayor Brainard j. Resolution BPW-04-01-15-12; Art Grant for Gregory Hancock Dance; Mayor Brainard k. Resolution BPW-04-01-15-13; Art Grant for Central Indiana Dance Ensemble; Mayor Brainard l. Resolution BPW-04-01-15-14; Art Grant for Carmel Symphony Orchestra; Mayor Brainard m. Resolution BPW-04-01-15-15; Art Grant for Carmel Community Players; Mayor Brainard n. Resolution BPW-04-01-15-16; Art Grant for Carmel Arts Council; Mayor Brainard o. Resolution BPW-04-01-15-17; Art Grant for Booth Tarkington Civic Theatre; Mayor Brainard p. Conflict of Interest Statement: Scott Osborne q. Request for Reduction of Performance Bond Amount; Glen Oaks Subdivision; Interior Sidewalks; Jim Langston, Langston Development r. Request for Relocation and Vacation of Existing Curb Cut; 39 Woodland Drive; Brad Hill, Brad Hill Custom Builders s. Request for Grant of Perpetual Storm Water Quality Management Easement; The Olivia on Main; Ersal Ozdemir, KG Main t. Request for Grant of Perpetual Storm Water Quality Management Easement; L&Q Realty; Jay Ricker, Ricker Realty u. Request for Secondary Plat Approval; Blackwell Park Phase 2; Greg Iiko, Crossroad Engineers v. Request for Floodplain Management Variance; Plum Creek Golf Course; Fill in Floodway, Jeff Lohss, Plum Creek Golf w. Request for Stormwater Variance; Sanctuary Section 4B; Justin Elam, CESO Engineering x. Request for Stormwater Variance; McDonald’s at the Bridges; Blair Carmosino, Carmosino Group y. Request for Stormwater Variance; Muehlenbein Home Site; 3014 W. 126th Street; Jerry Kittle, Innovative Engineering z. Request for Lane Closure/Open Pavement Cut; 12901 Old Meridian Street; John Neace, Accell Construction Management aa. Request for Temporary Construction Entrance; Valley Development Company, Shaun Ryan, Weihe Engineers bb. Request for Road Closure/Open Pavement Cut; Jackson Grant Section 1A; Douglas Wagner, Republic Development cc. Request for Lane Restriction; Clay Terrace Blvd; Andrew Taylor, American Structurepoint dd. Request for Variance; 1783 Hourglass Drive; Craig/Sabrina Jenson ee. Request for Variance; 5468 Grandin Hall Circle N; Ryan Schroeder ff. Request for Variance; 1956 Telfair Street; Michael/Patricia Injaychock gg. Request for Consent to Encroach; 1783 Hourglass Drive; Craig/Sabrina Jenson hh. Request for Consent to Encroach; 5468 Grandin Hall Circle N; Ryan Schroeder ii. Request for Consent to Encroach; FS Lodge- 1312 Hazel Dell Parkway; Thomas Crowley 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, MARCH 18, 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 March 4, 2015 Regular meeting were approved 3-0. BID/QUOTES – OPENINGS/AWARDS Quote Opening for 106th and Illinois Water Main; Mayor Brainard opened and read the quotes aloud; Company Amount Culy Construction $185,095.00 Midwest Mole $229,889.00 TPI Utility Construction $153,850.00 The bids were given to John Duffy, Director of the Department of Utilities, for review and recommendation. PERFORMANCE RELEASES Resolution BPW-03-18-15-01; The Lakes of Town Road III; Walking Path; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-03-18-15-02; Legacy Projects; Legacy Towns & Flats; Meadows at Legacy; Section 2; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-03-18-15-04; Overbrook Farms; Section 2&3; Water Mains; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Tabled: Request for Approval of Fire Fighters #4444 Agreement; Board Member Burke moved to remove from the table. Board Member Watson seconded. Item removed. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Sub-Surface of Indiana; Change Order #1; ($12,920.62); Bridleborne Drainage Modifications; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; E&B Paving; Change Order #5; ($1,130.96): Main Street Improvements; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Media Factory; ($14,820.00); Art & Design District signage, brochures, miscellaneous literature; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Williams Creek Consulting; Midtown Stormwater Infrastructure Plan; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Crossroad Engineers; Additional Service #17; ($214,340.00); Guilford Road – Main Street to City Center Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; DLZ; Additional Services; ($312,885.00); 116th and Hazel Dell Roundabout; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. USE OF CITY OWNED PROPERTY Request to Use Reflecting Pond; Submarine Convention; August 7-9, 2015; 8:00 a.m. to 8:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Use Gazebo and Common Area; Wedding; April 11, 2015; 3:00 p.m. to 4:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Run/Walk; June 6, 2015; 8:30 a.m. to 9:30 a.m.; Don Carr, Tuxedo Brothers; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Caucus Room; Meeting; March 23, 2015; 10:00 a.m. to 8:00 p.m.; Natalia Relchter, Russian School of Indiana; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Use of Gazebo and Common Area; Concert; Wednesdays, June 3 through August 12, 2015; 5:00 p.m. to 10:00 p.m.; Fountain Square Committee; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Race; March 21, 2015; 9:00 a.m. to Noon; Terry Townsend, Indy Runners; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. OTHER TABLED 2/6/11; Request for Dedication of Streets; Traditions on the Monon; Robert Potokar, HOA Traditions on the Monon; Mayor Brainard moved to remove from table. Board Member Burke seconded. Request defeated 0-3. Request for Stormwater Variance; 116th and College; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Variance; Meridian & Main; Phase 1, Lot 1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Curb Cut/Curb Cut Vacation; 14305 Little Eagle Creek Avenue; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction, Sidewalk Closure, 3 open Pavement Cuts, Curb Cut and Curb Cut Vacation; Green House Cottages; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction; Ashmoor Subdivision; 131st and Shelborne; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; Fence in Easement; 5314 Randolph Crescent Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; Driveway in Easement; 2388 Shaftesbury; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; Fence in Easement; 5314 Randolph Crescent Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; Driveway in Easement; 2388 Shaftesbury; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADD ON John Oberlander, Assistant City Attorney requested to amend Resolution 02-18-15-05 changing the date from March 18, 2015 to April 15, 2015. Board Member Burke moved to approve. Board Member Watson 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, Indiana will receive sealed bids for two (2) Custom Fire Engines. All bids shall be sealed,  clearly marked “Fire Engine Bid” on the outside of the envelope, and shall be delivered to the  office of the: Clerk‐Treasurer, City of Carmel, One Civic Square, Carmel, Indiana 46032, no later  than 10:00 am April 1st, 2015  No Late Bids will be accepted. Bids will be publicly opened and read  at the Board of Public Works and Safety Meeting at 10:00am on April 1st, 2015 in Council  Chambers at Carmel City Hall. 1 Civic Square Carmel, Indiana.     All bids must be on Indiana State Board of Accounts Form 96 or its equivalent, with a Non‐ Collusion Affidavit attached, and must be accompanied by a bid bond or certified check made  payable to City of Carmel in an amount not less than ten percent (10%) of the total bid. The bid  bond or check of the successful bidder shall be held until delivery of the apparatus. All bids  submitted must remain open no less than sixty (60) days from bid opening.    All bids received will be evaluated by the City of Carmel Fire Department on the basis of such  factors as bid amount, date of apparatus delivery, service facility location, warranty, experience of  the bidder, and any other factor deemed pertinent by the City of Carmel Fire Department.  The  City of Carmel reserves the right to reject any or all bids, to waive any formalities or irregularities  in any bid or bidding procedures, or to accept any bid that meets or exceeds the specification that  is the lowest responsible and responsive bid. Failure to follow the instructions detailed in the  specifications regarding the submittal of voluntary exceptions or alternates, or other bidding  instructions, may disqualify your bid.    A specifications packet may be picked up at:            City of Carmel Fire Department                  2 Civic Square Carmel                    Indiana 46032    A “Pre‐Bid” meeting while be held at Carmel Fire Department Headquarters on Wednesday March  4th, 2015 at 09:00 for all interested bidders.     Technical questions concerning the specifications should be directed to Logistics Section Chief Bob  VanVoorst at 317‐571‐2600 or 317‐664‐0958.    ___________________________________  Diana L. Cordray, Clerk‐Treasurer                NOTICE TO BIDDERS City of Carmel, Indiana Department: Carmel Street Department 3400 W. 131st Street Carmel, IN 46074 Project: 2015 Additional Mowing Package Notice is hereby given that the Board of Public Works and Safety for the City of Carmel, Hamilton County, Indiana, will receive sealed bids, during regular business hours, up to, but not later than 10:00 A.M., Wednesday, April 1st, 2015. As a condition precedent to being awarded this contract, the bidder understands and agrees to dedicate a crew to perform the work required herein that is wholly comprised of persons whom the bidder has not assigned to perform the same or similar work for the City pursuant to a separate contract. In other words, if the bidder is awarded two or more mowing and/or landscaping-related City contracts, it cannot assign the same personnel to perform work under or pursuant to more than one of these mowing and/or landscaping-related City contracts. All bids and proposals shall be properly and completely executed on the proposal forms provided with the plans and specifications, and shall include the non-collusion affidavit required by the State of Indiana. The bid envelope must be sealed and have the following words only written in ink on the outside of the envelope: “2015 ADDITIONAL MOWING PACKAGE” Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street, Carmel, IN 46074. 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 – 2015 ADDITIONAL MOWING PACKAGE” on the lower left hand corner of the envelope. Bids will be opened and read aloud at 10:00 a.m. on April 1st, 2015 at the Board of Public Works and Safety meeting on the 2nd floor of Carmel City Hall, Once 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. 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 and proposals for a period of not more than thirty (30) days, such bids and proposals to remain in full force and effect during said time 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 solicitation for bids when, in the City's sole discretion, it believes that it is in the best interests of the City to do so, as determined by the purchasing agency in accordance with IC 5- 22-18-2. __________________________ Diana L. Cordray Clerk-Treasurer Please publish March 5th, 2015 and March 12th, 2015.