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Home My WebLink AboutBPW Minutes 4-6-161 Board of Public Works and Safety Meeting MINUTES Wednesday, April 6, 2016 —10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED TO ORDER Mayor Brainard called the meeting to order at 10: 01 a.m. MEMBERS PRESENT Mayor James Brainard, Board Members; Lori Watson and Mary Ann Burke, Deputy Clerk Diane Walthall, and Deputy Clerk Jacob Quinn MINUTES Minutes for the March 16, 2016 Regular meeting were approved 3-0. BID/QUOTE OPENINGS AND AWARDS Bid Award for Custom Type ]Ambulance; Braun Ambulance was the lowest and most responsive; ,$239,818; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Award for Golf Car GPS System — Brookshire; GPS Industries, LLC; $39,168; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Opening for Emerson Road Storm Sewer Reconstruction; Mayor Brainard opened the bids and read them aloud: Company Amount Yardberry Landscape $1,373,532.00 Atlas Excavating $1,638,426.00 Crider & Crider $1,659,000.00 Morphey Construction $1,938,294.00 Eagle Valley, Inc. $1,969,875.00 Bid Opening for Carmel View Drainage Improvements; Mayor Brainard opened the bids and read them aloud: Company Amount Yardberry Landscape Co. $643,556.00 Atlas Excavating $743,406 Eagle Valley, Inc. $869,268.00 Millenium Contractors $913, 670.00 Bid Opening for 106`h Street over Keystone Parkway Bridge Beam Replacement and Various Repairs; Company Amount Rieth-Riley Construction $303,396.65 Beaty Construction $394,178.00 PERFORMANCE RELEASES Resolution BPW-04-06-16-01; Tallyn's Ridge; Multi -Use Path Erosion Control, Seed, Mulch, Stormwater, Signage, Sidewalks, Curb Paving, Multi -Use Path and Stone Shoulder; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-04-06-16-02; The Preserve at Bear Creek Section 1; Signage Section 1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BP W-04-06-16-03; Kroger Store J959; Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-04-06-16-04; Ashmoor Subdivision; Asphalt Path, Asphalt paving, Concrete Curbs, Stormwater Quality Structure and Street Signs; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BP W-04-06-16-05; Butler Hyundai; Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW-04-06-16-06; Cobblestone Commons; Stormwater/Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; Clark Dietz, Inc.; ($25,700); Additional Services Amendment for Small Structures Hydraulic Study; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Old Town on the Monon.; ($4,500); Additional Services Amendment for Garage License Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; American Structurepoint, Inc.; ($1,392,393); 2016 COIT Bond Capital Program Management; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; CrossRoad Engineers, P. C.; ($30, 000); Additional Services Amendment for 2016 On -Call Engineering and inspection Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Old Town Development L.L. C..; ($54,449.4 7, - Water Reimbursement Agreement for Sunrise on the Monon Water Main Upsize; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Calumet Civil Contractors, Inc.; ($594,335); Auman and Newark Neighborhood Improvements; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Shrewsberry & Associates LLC; ($45,150); Roundabout Landscape Plans; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution No. BP 04-06-16-07; A Resolution of the City of Carmel Board of Public Works Acknowledging Receipt of Contract; Telamon Energy Management, LLC.; ($655,800); Solar Array Projects for Carmel Water Plant No. 1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Hittle's Landscaping, Inc.; ($72,210.99); 2016 Landscape Maintenance — West of Meridian; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Truegreen; ($71,315); Landscape Fertilization; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Hittle's Landscaping, Inc.; ($83,238.72); 2016 Landscape Maintenance — East of Meridian; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Hittle's Landscaping, Inc.; ($117,038); 2016 Mowing — East of Meridian; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Hittle's Landscaping, Inc.; ($48,888.84); 2016 Additional Mowing Package; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Requestfor Purchase of Goods and Services; Hittle's Landscaping, Inc.; ($114,043.13); 2016 Mowing — West of Meridian; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 1 Request for Purchase of Goods and Services; TMT, Inc.; ($44,792.25); Mulch and Weed Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Gazebo; Carmel Celebration of Bands; August 19, 2016; 10:00 a.m. —11:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Council Chambers; Civics Training; April 11, 2016; 4: 00 p.m. — 7: 00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Fountain Area; Hoosier Burn Camp Ride; June 1, 2016; 6:30 a.m. — 9:30 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo and Fountain Area; Fundraiser; May 14, 2016; 2: 00 p.m. —11: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo; Woodwind Studio Spring Recital; May 22, 2016; 12: 00 p.m. — 6: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo; Prayer for Country and Carmel; May 5, 2016; 11:00 a.m. —1:30 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo and Japanese Garden; Wedding; June 16, 2016; 4: 00 p.m. —10: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Japanese Garden; Wedding/Vow Ceremony; April 29, 2016; 4:30 p.m. — 6: 00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo; Concert; June 10, 2016; 3: 00 p.m. —10: 00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; Cycling Race; June 12, 2016; 7: 00 a.m. — 6: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 1 1 1 1 Request to Use Gazebo, Fountain Area, Japanese Garden and Center Green; Carmel Fest 2016; July 2nd- July 4th, 2016; 5:30 p.m. —12:00 a.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Gazebo; Graduation Party; June 5, 2016; 11: 00 a. m. — 5: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. OTHER Request for Lane Restriction/Sidewalk Closure; Drive; Board Member Burke moved to approve approved 3-0. Townhomes at City Center — West City Center Board Member Watson seconded. Request Request for Curb Cut/Temporary Construction Entrance; 5778 Clay Center Road; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction/Open Pavement Cut; 301 Woodland Lane; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction; Pennsylvania Street Roundabout @ 131st Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction; Clay Terrace Boulevard; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Recreational Pathway Closure/Open Cut; 760 East 116th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction; 55 East 111th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Soil Boring; Lowe's Way — Core Locations; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 14066 James Dean Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 14074 James Dean Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 854 Range Line Road S; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 14066 James Dean Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 14074 James Dean Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 854 Range Line Road; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Variance; One OneSix Apartments Phase 2; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Variance; Traders Point Christian Church; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Secondary Plat Approval; Grand and Main Secondary Plat; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned the meetinaP, :12 a.m. ristine S. Paule Clerk -Treasurer Approved ,, Yayor James Brainard 1 April 15, 2016 Board of Public Works and Safety One Civic Square Carmel, IN 46032 Re: Street Department 2016 Pickup Trucks Bid Board Members: In my legal opinion, the Carmel Street Department may accept the Pearson Ford bid, which was the second -lowest bid, and remain in compliance with IC 5-22-7 etseq. IC 5-22-7-8 requires that competitive bid contracts be awarded to the lowest responsible and responsive bidder. In determining whether a bid is responsive, the bid evaluators examine the bids according to the criteria laid out in the bid invitation. IC 5-22-7-7. The Street Department has determined that, according to the criteria specified in the bid invitations, Hare Chevrolet, the lowest bidder, cannot provide two of the twenty-seven trucks specified in the invitation for bids. Due to this, the Hare Chevrolet bid must be considered non-responsive. The bid from Pearson Ford is the lowest responsive bid, because Pearson Ford will supply all of the trucks required in the invitation for bids. The Street Department may therefore award the 2016 Pickup Trucks Bid to Pearson Ford because they are the lowest responsible and responsive bidder. Best ards, on erlander