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HomeMy WebLinkAboutBPW Minutes 3-16-16Board of Public Works and Safety Meeting MINUTES Wednesday, March 16, 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: 00 a. m. MEMBERS PRESENT Mayor James Brainard, Board Members; Lori Watson and Mary Ann Burke, Clerk -Treasurer Christine Pauley, and Deputy Clerk Jacob Quinn MINUTES Minutes for the February 3, 2016 Regular meeting were approved 3-0. BID/QUOTE OPENINGS AND AWARDS Bid Opening for Custom Type I Ambulance; Mayor Brainard opened the bids and read them aloud: Horton Ambulance $235,885 Oxygen Bottle Lift Option $2,691 Ambulance #1 trade-in $13,000 Ambulance 42 trade-in $11,000 Braun Ambulance $243,618 Estimated Ford FIN Rebate $-3,800 Ambulance #1 trade-in $10,000 Ambulance #2 trade-in $8,000 Bid Opening for 2016 — Paving Program; Mayor Brainard opened the bids and read them aloud: Company Harding Group Rieth Riley Milestone E&B Paving Amount $4,029,29696 $4,100,000 $4,239,847 $4,551,929.89 J 1 1 Calumet $4,778,909.27 Bid Opening for 2016 — Pickup Trucks; Mayor Brainard opened the bids and read them aloud: Company Amount Pearson Ford $862,557 w/o trade-in, $773,157 with Hares Chevrolet $834,687 w/o trade in, $771,787 with (bid excludes the SUV and I ton dump truck) Bid Opening for Golf Car GPS System — Brookshire; Mayor Brainard opened the bids and read them aloud: Company GPS industries, LLC Amount $39,168 per year, 48 month term Bid Award for 106`h Street Lift Station Controls Project; Miller Eads Co.; $152,2 70; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Quote Award for Rolling Springs Sewer Lining Project; Layne Inline; $33,250; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Award for Used Police Cars; Jeglum Leasing Corp; $68,300; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Award for Tandem Axle Salt Trucks; Stoops Freightliner; $922,754; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Reject all Quotes Received on March 2, 2016 for 116t4 Street and Gray Road Clearing; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services; Indiana University Health; ($468,751); Amendment to Master Services Agreement for Designated Health Care Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; HWC Engineering, Inc.; Additional Services; ($472, 000); Small Structure Replacements/Repairs; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Rieth-Riley Construction Company, Inc.; ($130,440); Keystone Crack Sealing; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; SunGard Public; ($117,444); Application Services Provider Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; SJCA Engineers & Surveyors; ($96,875); Roundabout at Carey Road and Hawthorne Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Avolve Software; Software License and Support Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; CrossRoad Engineers, P. C.; ($237, 500); Hazel Dell Parkway Improvements; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Gazebo; Graduation Party; Saturday, May 28, 2016; 11: 00 a. m. — 5: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Palladium Center Green; U.S. Conference of Mayors; Saturday June 24, 2016; 8 a. m. —12: 00 a. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Caucus Room; HOA Annual Meeting; Thursday, April 21, 2016; 6:00 p. m. — 9: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use City Streets; 47`h Annual Sam Costa Half Marathon; Saturday, March 19`h, 2016,- 9: 016;9: 00 a. m. —12: 00 p. m.; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. OTHER Request for Lane Restrictions and Pathway Closures; 656 W 141" Street/ 3405 E 116`h Street/ Hazel Dell Parkway south of 116`h Street/Hazel Dell Parkway South of 106`h Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 1 1 Request for Lane Restriction and Open Pavement Cut; 10333 Pennsylvania Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restriction and Pathway Closure; 201 Guilford Avenue; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Variance; 14338 Dove Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Consent to Encroach; 14338 Dove Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Secondary Plat; Jackson's Grant on Williams Creek Section IB; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Unsafe Building Hearing; 231 12e Street E., Carmel, IN 46032; Order to Demolish; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Board Member Burke moved to add a residential lease agreement between the City of Carmel and Robert Paterson. Board Member Watson seconded. Request approved 3-0. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor Brainard adjourned 6,, Approved / r C- gayor James Brainard April 15, 2016. Board of Public Works City of Carmel One Civic Square Carmel, IN 46032 Dear Board Members: At the March 16, 2016, Board of Public Works and Safety meeting, the Board opened the timely submitted bids for the City's 2016 Paving Project ("Project"). The lowest bid was higher than what the City had budgeted for the Project. That, coupled with the removal of some streets from the project due to construction conflicts, led the Street Department to reduce the material quantities for the project. By lowering the quantities requested in the Project bid to reflect the City's current paving needs, the bids come in at or under the City's allotted budget. The lowest bidder, F.E. Harding Group, has agreed to honor the bid unit prices that were in their original bid, despite the reduction in quantity ordered (please see the letter attached hereto). The Street Department would like to accept the Harding Group bid at the lower quantity without re -bidding the Project. This is permitted under State law. 1C 5-22-7-11 states that the following actions are not permitted after the public bid opening: the changing of bid prices and/or other provisions of bids prejudicial to the interest of the governmental body or fair competition. Because the Harding Group has agreed to keep its unit prices the same as in their original bid, despite the reduction in quantity ordered, there is no actual change in bid price, despite the reduction of overall cost. It is not prejudicial to fair competition, because the other bidders came in with higher per unit prices than the Harding Group. If anything, the other per unit bid prices would most likely increase, given that the City is now ordering a lower quantity than what was originally bid. It is in the City's best interest and within the parameters of Indiana law to accept the Harding Group per unit bid with lower quantities ordered without re -bidding the Project. Best regards, XOberlandZer Senior Assistant City Attorney City of Carmel One Carmel Civic Square Carmel, IN 46032 1 c J.� J�3e''S�`�i�GfA April 7, 2016 - _�� Corporate Offte 10151 Hague Road Indianapolis, IN 46256 Phone: 317-849-9666 Faic 317-370.4317 Asphalt Plants 5149 E. 9611 Street Indianapolis, IN 46240 Phone: 317-64d-740% 1100 South Tibbs Ave. Indianapolis, IN Phone: 317-536-8364 Mr. Dave Huffman, Director Cannel Street Department City of Ca feel 3400 West Main Street Carmel, IN 46074 RE: 2016, Paving Program Street & Quantity Revision Approval Dear Mn Huffman, We have reviewed the changes noted on the street list and quantity list sheets. We acknowledge and approve these changes utilizing the unit prices in our original bid documents. Copies of the revised documents are attached. Respectfully, Dennis Ward President Attachments —2 Cc: Rob Samples Trent Sokol Rj v rsa:6- 3%so�6 Pmject Name: 2016 PAVING PROGRAM Bid Dft March 16, 2015 Subs%nW Canptetimt Date: August 6, 2016 Final Comptetimk Date: BID TABULATION SHEET TOTAL AMOUNT: ITEMS ! DESCRIPTION AFT orAE 166 TAC UNITt41.O42 GALS UNITPRICE AMOUNT 3.08 S 400.00 2 8.6 B Skofaee TONS 55.72 S 2 680.24 3 T OSudace TONS 59.47 S 28735.00 4 Bad Crd/removed PW V d YdS 87.50 S 07 600.00 6 e+MelerSm Yd 428,487 S 0.75 .2 321 50.25 8 Bhw Reredos EA. 180 S 15200S 27 0.00 7 4'YdloiCmahatch LF. 43 S 215 S 8245 ....0=7 8"S=YaIIakv-'77.� --:. ......... -L'.F. _ --7 328 =` S -r.-1.48 8 '''' 2i2.f0 0 4' Solid Yeibw d 4.5 Ytlbw L.F. 25 470 S 0.38 S 9 080.88 10 12YCnawCmhatrh LF. 391 S 220 S 880.20 11 4' SoOd/ Broken While Line LF 12.381 3 0.42 S 5.200.02 12 24'YWdLine LF. 0 S 13 Shack Teeth EA, 86 5 28.00 Y 2.080.00 14 Cannot A=e3s MOMCAB bftys EA. 0 S 15 6"Whilactmsvram LF. 888 5 1.10 S 07(1.80 16 24".Whb S � LF. 2100 S 4.37 E 8177.00 17 LamIndtrarorAnowa EA. 31 V 83.001S 2573.00 18 •O EA. Be E 113.60 S 5850.06 19 24'While Plan6 L.F. 1,480 S 4.37 S 8360.20 20 -' RaundabcdAmem EA. 6 S 249.00 S 1494.00 -21 "SehooP FA 0 S 22 Whlle9anera'PED.XING EA. 0 S 23 6'SaOdWhite Una LF. 210 $ 1.45 8 304.50 24 B" Solid White Line LF. 2.178 19 0.65 S 1.197.90 25 S'YellowCrombaldk LF. 62 Is JAS S 89.90 26 24'YeftawCrosshatch LF. 0 S 27 WWhiteCrasahatch LF. 0 S 28 12'Whltaftsshatdk LF. 70 S 220 S 173.80 29 CCmUnauonArmw EA. 6 S 188.00 S 968.00 30 4W White Dash LF. 100 1_2c0 S 200.00 31 6'WWhueDash L.F. 100. S 2.80 S 250.00 32 4' White Partdni T' LF. 60 S 8.10 13 732.00 33 Soto PalhArmw FA 10 S 62,00' S $20.00 34 Bike Palk Sm'bol EA. 10 S 65.00 S 850.06 35 7 PCCP P.WiM, Fug Deolk MWmum 10' Modirrad SYS 0 S 36 Oacoreuve concrete Border. 18' Widih LFT 0 S 77 PCCP Decmauve Paver Baas wlMultl- o Pavers SYS 0 S 38 * - 38 C ' tied � �, A ale Base. NW 6'Sfred Pard Base La"GDa TON E0. 460 12 S 5 4211 S 116.23 S 16,949.50 1394.76 40 Ma§kfsaanceolTmft LS 0 g 41 42 . Section CaffwarMonumento, Undistributed CCnaeWCurb laaament RoOCutb m LF. 0 8000 S S 52.83 S 315760.00 43. Chafrback Curb LF. .2000 5 64.74 S 109480.0 44 Strait Panels ftYd. 1800 S 58.95 $ 106110.CD 45 Coldum 1%ber Cm Yd. S 48 lffofiad4I%Cu.Yd. S 47 ADA Romp EA 25 S 631.56 S 15789.50 48 4'Wide Sidawal k LFT 200 S 27.37 S 5,474.00 48 Gmaterthan 4' Wide Sklewatk Yd. 10 S 67.89 S 576.80 60 --So. Aft OWfLlEft Sid ewalkRepair S.FL 8.000 S 21.70�1.671332.0 ..51 _._ SMCw=daldand Carmel Or at Old Maddlan -- m --0- 6-94.74 52 Grend/ Ob Meridien Brick Street Paver In RAB . 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