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
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2
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55.72 S 2
680.24
3
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59.47 S
28735.00
4
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180
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L.F.
25 470
S
0.38 S
9 080.88
10
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LF.
391
S
220 S
880.20
11
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LF
12.381
3
0.42 S
5.200.02
12
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LF.
0
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13
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EA,
86
5
28.00 Y
2.080.00
14
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EA.
0
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15
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LF.
888
5
1.10 S
07(1.80
16
24".Whb S �
LF.
2100
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4.37 E
8177.00
17
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EA.
31
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83.001S
2573.00
18
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113.60 S
5850.06
19
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L.F.
1,480
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4.37 S
8360.20
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6
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1494.00
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EA.
0
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23
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LF.
210
$
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304.50
24
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LF.
2.178
19
0.65 S
1.197.90
25
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LF.
62
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89.90
26
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LF.
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27
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0
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28
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LF.
70
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220 S
173.80
29
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EA.
6
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188.00 S
968.00
30
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LF.
100
1_2c0 S
200.00
31
6'WWhueDash
L.F.
100.
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2.80 S
250.00
32
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LF.
60
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8.10 13
732.00
33
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10
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62,00' S
$20.00
34
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EA.
10
S
65.00 S
850.06
35 7
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SYS
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116.23 S
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315760.00
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64.74 S
109480.0
44
Strait Panels
ftYd.
1800
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58.95 $
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EA
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2016 RADS FOR PAMS Update 3/30/16
Total to 6e Paved TOTAL 141,2731 1432,2671
'Cherry Ridge rd add 46 tons for Eye Brow "ALL CUL-DE-SACS HAVE 46 TONS ADDED.
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