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Board of Public Works and Safety Meeting
AGENDA
Wednesday, September 2, 2015 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the August 19, 2015, Regular Meeting
2. BID AWARDS/QUOTES
a. Request to Reject Quotes for the 2015 Additional Mowing ; Dave Huffman, Street
Commissioner
b. Request to Reject Bids for the 2015 Pavement Traffic Markings; Dave Huffman,
Street Commissioner
c. Bid Acceptance Clarification for the 2015 Pumper Trucks bid accepted at the
BPW meeting on August 5, 2015; Chief David Haboush, Carmel Fire Department
3. CONTRACTS
a. Resolution No. BPW-09-02-15-01; A Resolution of the City of Carmel Board of
Public Works Acknowledging Receipt of Contract; Sister City Education
Exchange Program; Mayor James Brainard
b. Resolution No. BPW-09-02-15-02; A Resolution of the City of Carmel Board of
Public Works Acknowledging Receipt of Contract; Mobile Stage Agreement;
Mayor James Brainard
c. Request for Purchase of Goods and Services; Bartlett Tree Experts; ($25,000.00);
Tree Removal; Mike Hollibaugh, Director of the Department of Community Services
d. Request for Purchase of Goods and Services; Verizon; Dave Huffman, Street
Commissioner
e. Request for Purchase of Goods and Services; Agreement for Loan and Display of
Sculpture; Mayor James Brainard
f. Request for Purchase of Goods and Services; Lewis & Kappes Letter of
Engagement; Ashley Ulbricht, Assistant City Attorney
4. Request to Use City Streets/Property
a. Request to Use City Streets; Cookout; September 12, 2015; 3:00 p.m. to 10:00
p.m.; Lakewood Gardens Neighborhood
b. Request to Use Center Green; Band Festival; September 19, 2015; 1:00 p.m. to
8:00 p.m.; Carmel Celebration of Bands
c. Request to Use City Streets; Block Party; September 5, 2015; 4:30 p.m. to 11:00
p.m.; Julie Curry
d. Request to Use Council Chambers; Meeting; December 2, 2015; 6:00 p.m. to 9:00
p.m.; Michelle Krcmery
e. Request to Use City Streets; Half Marathon; December 12, 2015; 9:30 a.m. to 1:30
p.m.; 131 Event Productions
f. Request to Use Council Chambers; Meeting; October 15, 2015; 6:00 p.m. to 9:00
p.m.; Barbara Brooks
5. OTHER
a. Request for Secondary Plat; Hazel Dell Corner Lot 2; Tyler Comstock, American
Structurepoint
b. Request for Secondary Plat Approval; Ashmoor Development SW Corner West
131st and Shelborne; Eric Gleissner, CivilSite Group
c. Request for Recreational Path Closure; Ditch Road from 136th to 141st; Kyle
Green, Green Tree Services
d. Request for Street Closure, Open Pavement Cut, Sidewalk Closure; 661, 665, 671
2nd Avenue NE; Steve Hartley, 20/20 Excavating
e. Request for Lane Restriction; 2016 West 136th; D’mon Williams, Duke Energy
f. Request for Perpetual Storm Water Quality Management Easement; Liberty Fund
Headquarters; Chris Tally, Liberty Fund
g. Request for Performance Bond Reduction; Laura Vista Estates; Christopher Dobbs,
Old Hickory Insurance
h. Request for Entrance Detail Standard Variance; Gray Road; GETGO Gas
Station; Bradley Schrage, American Structurepoint
6. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, AUGUST 19, 2015 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:08 a.m.
MEMBERS PRESENT
Mayor Brainard, Board Member; Lori Watson and Mary Ann Burke, Deputy Clerk; Sandy Johnson
MINUTES
Minutes for the August 5, 2015 Regular meeting were approved 3-0.
PERFORMANCE RELEASES
Resolution No. BPW-08-19-15-01; Legacy; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Resolution No. BPW-08-19-15-02; Turkey Hill Minit Market; ROW/Storm Water Improvements;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution No. BPW-08-19-15-03; Sanctuary at 116th Street Section 4B; Mass Earthwork; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution No BPW-08-19-15-04; Legacy Project; Supplement; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
CONTRACTS
Request for Purchase of Goods and Services; Interlocal Agreement Between the Hamilton County
Solid Waste Board and the City of Carmel; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Yardberry Landscape; CO #1; ($23,800.00); 136th Street
Path; Board Member Burke moved to approve. Board Member Watson seconded. Request approved
3-0.
Request for Purchase of Goods and Services; Yardberry Landscape; CO#2; ($1,376.00); 136th Street
Path; Board Member Burke moved to approve. Board Member Watson seconded. Request approved
3-0.
Request for Purchase of Goods and Services; OLCO, Inc.; CO# 3; ($7,385.00); Main Street Path;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; OLCO, Inc.; CO# 4; ($0.00); Main Street Path; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; OLCO, Inc.; CO# 6; ($714.00); Main Street Path; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; OLCO, Inc.; CO#7 ; ($2548.25); Main Street Path;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Blueridge; ($13,800.00); Additional Service #2;
($13,800.00); Mobile Application; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request for Purchase of Goods and Services; CoStar Realty; ($4,329.00); LoopNet License; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; Smock Fansler Corporation; ($539,894.46): Landscape
Main and Keystone Roundabout; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
REQUEST TO USE CITY STREETS/PROPERTY
Request to Use Gazebo and Common areas; National Night Out 2016; August 2, 2016; 4:30 p.m. to
8:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request to Use Gazebo and Common Areas; Koi Show; June 9 – 12, 2016; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use Gazebo and Common Area; August 30, 2015; 10:45 a.m. to 1:45 p.m.; Rehearsal;
August 22, 2015 4:00 p.m. to 5:30 p.m.; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Request to Use City Streets; Festival; October 24, 2015; 9:00 a.m. to 9:00 p.m.; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use Gazebo and Common Area; Fund Raiser; October 4, 2015; 7:00 a.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; 5K Race; October 17, 2015; 8:00 a.m. to 11:00 a.m.; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
OTHER
Conflict of Interest; Thomas Small
Request for Secondary Plat Approval; Nathaniel Creek Subdivision; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.Engineers
Request for Lane Restriction/Open Pavement Cut; Clay Center; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Commercial Curb Cut/Temporary Construction Entrance; Pathway Closure; Liberty Fund
Headquarters; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request for Dedication of Right of Way; Clay Center Road; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Variance; 1929 W Main Street; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Request for Variance; 598 Smokey Row Court; Mr/Mrs Justin Zalewski Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request for Consent to Encroach; 1929 W Main Street; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Consent to Encroach; 598 Smokey Row Court; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
REMONSTRANCE
Continued until August 18, 2015 (Continued from April 15, 2015); The City of Carmel, by and through
its Board of Public Works is converting Walnut Creek Drive, from Retail Parkway south to its
terminus, from a private street into a public street through its power of eminent domain. This action
was approved by the Board of Public Works in Resolution BPW 02-18-15-05. Remonstrance will be
heard at the Carmel Board of Public works meeting on April 15, 2015 at 10:00 a.m.; The meeting will
be held in the Council Chambers in Carmel City Hall, located at One Civic Square, Carmel, IN 46032
Board Member Burke moved to approve. Board Member Watson seconded. Resolution upheld 3-0.
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
]AtVIES BRAINARD, MAYOR
Dear Board of Public Works Members,
Earlier we opened quotes for 2015 Additional Mowing. Two quotes were received; one from Hittles
Landscape CO., and the second from Becker Landscape. It is my recommendation that both quotes are
rejected.
The lowest quote was from Becker Landscape and it was discovered that they are not members of the
liE-verify" program. According to our Legal Dept. this makes them "non-conforming" and the statute is
clear that all contractors must participate in the E-Verify program.
The next quote was from Hittles Landscape and after talking with their representative, they have all the
contracts they can handle with their current staffing.
Please let me know if you have any questions.
Thank you for your time.
:0: I~
Dave Huffman
Street Commissioner
City of Carmel
CARMEL STREET DEPAI{T,\'IENT
3400 \V 13hr STm:ET, WESTFIELD, IN 46074 OfFICI' 317,733,2001 F!\x 317,73.').2005
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JAMES BRAINARD, MAYOR
8-26-2015
Dear Board of Public Works Members,
Earlier w~ opened bids for the 2015 Pavement Traffic Markings and only one vendor submitted a bid.
The vendor was Indiana Sign and Barricade and their bid was in the amount of $201,519.62.
It is my recommendation that this bid be rejected since it is two and one half times more than last years'
bid. It also exceeds my budgeted amount.
Thank you for your time.
oj JI/I-
Dave Huffman
Street Commissioner
City of Carmel
Cf\]{,\'II':L STI{EET DEPAlnl\'IENT
3400 \'1,1, 13IsT STI{EET, \'\/ES1TII'LD, IN 46074 OFFICE 317733,2001 FAX 317.733,2005
Johnson, Sandx M
fi. R AN ies
From: Oberlander, Jon A
Sent: Wednesday, August 26, 2015 9:32 AM
To: Johnson, Sandy M
Cc: Snyder, Denise W
Subject: Agenda Item for September 2nd Meeting
Hi Sandy,
Per our phone conversation, I am submitting the following agenda item for the Carmel Fire Department:
-Bid Acceptance Clarification for the 2015 Pumper Trucks bid accepted at the BPW meeting on August 5, 2015.
The Chief will speak briefly as to the need to have the correct total price for the trucks in the BPW meeting minutes for
the Indiana Bond Bank.
Thank you,
Jon Oberlander
Assistant City Attorney
City of Carmel
One Civic Square
Carmel, IN 46032
Phone: 317-571-2472
Fax: 317-571-2484
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