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Home My WebLink AboutPaperless Packet for BPW 11.17.21Board of Public Works and Safety Meeting Agenda Wednesday, November 17th, 2021 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the November 3, 2021, Regular Meeting 2. BID/QUOTE OPENINGS AND AWARDS a. Bid Opening for Carmel Data Center – Technology Infrastructure Package; Timothy Renick, Director of Information and Communication Systems b. Bid Award for 2022 Rock Salt; John Duffy, Director of the Department of Utilities 3. PERFORMANCE BOND RELEASE / REDUCTION APPROVAL REQUESTS a. Resolution BPW 11-17-21-01; Jackson’s Grant Sec. 4; Erosion Control; Jackson’s Grant Real Estate b. Resolution BPW 11-17-21-02; Miller Auto Care; Erosion Control; 969 N. Range Line, LLC c. Resolution BPW 11-17-21-03; Jackson’s Grant Sec. 5; Erosion Control; Jackson’s Grant Real Estate d. Request for Bond Reduction; Jackson’s Grant 1B; Erosion Control; Original Amount $257,197.18, Reduced Amount $25,719.72; Doug Wagner 4. CONTRACTS a. Request for Purchase of Goods and Services; Angel Oak Tree Care; ($75,000.00); Tree Removal and Other Landscape Services; Mike Hollibaugh, Director of the Department of Community Services b. Request for Purchase of Goods and Services; CrossRoad Engineers, P.C.; ($100,00.00); 20-ENG-09 - Right of Way Services; Jeremy Kashman, City Engineer c. Request for Purchase of Goods and Services; Bright Equipment; ($70,457.08); Bobcat UV34; Additional Services Amendment; Lee Higginbotham, Street Commissioner d. Request for Purchase of Goods and Services; Bright Equipment; ($145,867.78); Bobcat UW56; Additional Services Amendment; Lee Higginbotham, Street Commissioner 5. REQUEST TO USE CITY STREETS/PROPERTY a. Request to Use CRC Parking Lot Behind Children’s Art Gallery; Construction Laydown for Sophia Square Project; March 1st, 2022 – May 31st, 2022; 12:00 AM – 12:00 AM; Crystal Edmondson, City of Carmel b. Request to Use Carter Green / Parking Spaces at Various Locations; Festival of Ice, Ice Carving; January 7th – January 9th, 2022; 3:00 PM – 5:00 PM; Meg Gates Osborne, City of Carmel c. Request to Use Carter Green / Ice at Carter Green; Carter Winter Games; February 10th – February 12th, 2022; 4:00 PM – 6:00 PM; Meg Gates Osborne, City of Carmel d. Request to Use Carter Green; Two BMW Cars on Display; November 17th – December 24th, 2021; 9:00 AM – 4:00 PM; Maria Murphy, Carmel Christkindlmarkt Inc 6. OTHER a. Request for Grant of Sign Easement; 431 South Rangeline Road; Jeremy Kashman, City Engineer b. Request for Lane Restrictions / 2 New Curb Cuts; 14120 Shelborne Road; Jennifer Lasch c. Request for Waiver of BPW Res. No. 04-28-17-01 / Lane Restrictions; Northern Heights, Applewood Estates, Waterwood of Carmel, and Old Town Neighborhoods; AT&T d. Request for New Curb Cut; 12213 N. Meridian – Hamilton Crossing; Mike Timko, Kimley-Horn e. Request for Open Pavement Cut / Lane Restriction; 38 W Main St; Capitol Construction f. Request for Open Pavement Cut / Lane & Path Restrictions; 13905 Towne Road; Jeff Cozart, Centerpoint Energy g. Request for Right of Way Dedication; 1730 E. 106th – Post Property of Carmel; Eric Gliesner, Civil Site Group h. Request for Consent to Encroach and Variance; 2918 Gadsen Circle N; Matthew McClain and Robin Everman 7. ADJOURNMENT Board of Public Works and Safety Meeting 1 Minutes 2 Wednesday, November 3rd, 2021 – 10:00 a.m. 3 Council Chambers City Hall, One Civic Square 4 5 MEETING CALLED TO ORDER6 7 Mayor Brainard called the meeting to order at 10:03 AM 8 9 MEMBERS PRESENT10 11 Mayor James Brainard, Board Members Lori Watson and Mary Ann Burke, and Deputy Clerk Jennifer Stites 12 were present. 13 14 MINUTES15 16 Minutes from the October 20, 2021 Regular Meeting. Board Member Burke moved to approve. Board Member 17 Watson seconded. Request approved 2-0. Mayor Brainard abstained. 18 19 BID/QUOTE OPENINGS AND AWARDS20 21 Bid Opening for Construction of the Carmel Data Center; Lori Watson opened the bids and Mayor Brainard read 22 them aloud: 23 24 Contractor Scope Bid 25 Biancofiori Masonry, Inc. Masonry $248,000.00 26 Fredericks, Inc. Masonry $304,252.00 27 28 C-Cat, Inc. Technology / Teledata $185,000.00 29 ERMCO, Inc. Technology / Teledata $170.42100 30 Clawson Communications, Inc. Technology / Teledata $175,865.00 31 32 Fredericks, Inc. Electric $198,759.00 33 INFRA IES Electric $159,816.00 34 35 Fredericks, Inc. Earthwork and Utilities $563,433.00 36 White Construction, LLC Earthwork and Utilities $649,000.00 37 38 F. A. Wilhelm Building Concrete $130,000.00 39 J. C. Ripberger Construction Corp. Building Concrete $159,800.00 40 Fredericks, Inc. Building Concrete $174,536.00 41 42 Bid Opening for 2022 Rock Salt Bid; Board Member Watson opened the bids and Mayor Brainard read them 43 aloud: 44 45 Contractor Bid 46 Compass Minerals $114.58 per ton 47 Cargill $108.50 per ton 48 Midwest $158.00 per ton 49 50 PERFORMANCE RELEASE/REDUCTION APPROVAL REQUESTS51 52 Resolution BPW 11-03-21-02; Salsbery Brothers Shop Building; Erosion Control; Board Member Burke moved 53 to approve. Board Member Watson seconded. Request approved 3-0. 54 55 Resolution BPW 11-03-21-03; The Ridge at Legacy, Section 5; Erosion Control; Board Member Burke moved to 56 approve. Board Member Watson seconded. Request approved 3-0. 57 58 Resolution BPW 11-03-21-04; Amenity Area at the Legacy; Board Member Burke moved to approve. Board 59 Member Watson seconded. Request approved 3-0. 60 61 CONTRACTS62 63 Resolution BPW 11-03-21-01; A Resolution of the City of Carmel Board of Public Works and Safety 64 Acknowledging Agreement Between City & Vendor; Americans for the Arts; ($9,000.00); Arts & Economic 65 Prosperity 6; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 66 67 Request for Purchase of Goods and Services; Maddox Industrial Group; ($4,524.75); Water Treatment Filters 7 68 and 8; CO #4202; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 69 3-0. 70 71 Request for Purchase of Goods and Services; CC & T Construction, Inc.; ($105,688.00); Resurfacing; Board 72 Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 73 74 Request for Purchase of Goods and Services; Indy Woodworks; ($2,321.96); Tables for Winter Pavilion; Board 75 Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 76 77 Request for Purchase of Goods and Services; Gradex, Inc.; (-$228,050.73); 16-ENG-49 North Rangeline Road 78 Reconstruction; CO #7; Board Member Burke moved to approve. Board Member Watson seconded. Request 79 approved 3-0. 80 81 Request for Purchase of Goods and Services; Skillsoft Corporation; ($5,802.97); Software and Training; 82 Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. 83 Request approved 3-0. 84 85 REQUEST TO USE CITY STREETS/PROPERTY86 87 Request to Use Civic Square Gazebo; Giving Hope Diwali Event; November 5th, 2021; 5:00 PM – 10:00 PM; 88 Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 89 90 Request to Use Civic Square Gazebo; Gold Star Memorial Ceremony; November 8th, 2021; 11:00 AM – 3:00 91 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 92 93 Request to Acknowledge Mayor’s Approval to Use City Hall Parking Lot; Bike Carmel Bicycle Donation Event; 94 October 30th, 2021; 9:30 AM – 2:30 PM; Board Member Burke moved to approve. Board Member Watson 95 seconded. Request approved 3-0. 96 97 Request to Use / Close City Streets; Tuxedo Brothers Gluhwein Gallop 5K Run/Walk; December 4th, 2021; 10:00 98 AM – 12:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 99 3-0. 100 101 Request to Use Midtown Plaza and Stage; Holiday Porchfest, Amended; December 11th, 2021; 12:00 PM – 5:00 102 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.103 104 OTHER105 106 Request for Dedication and Deed of Public Rights –of-Way; The Signature at Carmel LLC; Board Member 107 Burke moved to approve. Board Member Watson seconded. Request approved 3-0. 108 109 Request for Grant of Perpetual Storm Water Quality Management Easement; EFN Crossroads Property, LLC; 110 4250 E. 96th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request 111 approved 3-0. 112 113 Request for Waiver of BPW Resolution No. 04-28-17-01 / Lane Restrictions; 12575 River Road, 12602 Double 114 Eagle Dr, 13023 Fletcher Trace; Board Member Burke moved to approve. Board Member Watson seconded. 115 Request approved 3-0. 116 117 Request for Lane Restrictions / Open Pavement Cut; Smoky Row and Monon Trail; Board Member Burke 118 moved to approve. Board Member Watson seconded. Request approved 3-0. 119 120 Request for Lane Restrictions / Sidewalk Closure / Pavement Cut; Proscenium II; Board Member Burke moved 121 to approve. Board Member Watson seconded. Request approved 3-0. 122 123 Request for Construction Entrance; 10026 Spring Mill Road; Board Member Burke moved to approve. Board 124 Member Watson seconded. Request approved 3-0. 125 126 Request for Consent to Encroach and Variance; 1077 3rd Ave SW; Board Member Burke moved to approve. 127 Board Member Watson seconded. Request approved 3-0. 128 129 Request for Consent to Encroach and Variance; 13556 Silver Spur; Board Member Burke moved to approve. 130 Board Member Watson seconded. Request approved 3-0. 131 132 ADJOURNMENT133 134 Mayor Brainard adjourned the meeting at 10:17 a.m. 135 136 137 APPROVED: ____________________________________ 138 Sue Wolfgang – City Clerk 139 140 _____________________________________ 141 Mayor James Brainard 142 ATTEST: 143 144 __________________________________ 145 Sue Wolfgang – City Clerk 146 CzTfshfzHsfdivlijobu4;23qn-Opw1:-3132 CzTfshfzHsfdivlijobu5;1:qn-Opw1:-3132 November 9, 2021 Mr. Jeremy Kashman, P.E. City Engineer City of Carmel 1 Civic Square Carmel, IN 46032 Re: 2020 Road Bond Projects Right of Way Services Fee Proposal Dear Jeremy: EXHIBIT "A" As we discussed, we have prepared this proposal to provide miscellaneous Right of Way Services for various 2020 Road Bond Projects as directed by your department. CrossRoad Engineers will provide these services in accordance with the previously approved contract #20-ENG-08 called Carmel 2020 Bond Program Management. All units cost items will be in accordance with said previous contract and are attached hereto for reference. Per your direction, we are requesting a contract ceiling of $100,000 against which we would invoice for the various above referenced projects. We would like to thank you for this opportunity to continue our involvement in enhancing the City of Carmel and we appreciate the City's trust in our ability to provide these services. We look forward to working closely with you to make these 2020 Road Bond projects a success! If you should have any questions or need any further information, please do not hesitate to call me at (317) 780-1555 ext. 114. Sincerely, CrossRoad Engineers, PC 1.Z.e?Z President 115N.17THAVENUE,BEE CHGROVE,IN4610 7 // 317.780.1555 II CROSSROADENGINEERS.COM DocuSign Envelope ID: 521 DC1 0B-8B03-42A0-BE36-A82B7O63A91A EXHIBIT "A" Page 2 of 5 2020 Road Bond R/W ENGINEERING & ACQUISITION SERVICES PROPOSED SERVICES CrossRoad Engineers, PC will provide R/W Engineering and Acquisition services for any right of way and/or easement parcels necessary for the construction of the projects included in the 2020 Road Bond Program. We will utilize subconsultants to provide some of these services. For example, title research and appraisal services will be subcontracted. Depending upon workloads, we will perform some of the buying functions in-house while some will be performed by subconsultants. The specific services included, as well as the proposed fees for those services, are listed below. PROPOSED FEES ABSTRACTING Ill Title & Encumbrance Report (20 year Residential) Title & Encumbrance Report (20 year Commercial) Title & Encumbrance Report (20 year Municipal) Temporary Report Title Update RIGHT OF WAY ENGINEERING R/W Engineering (Platted Area) R/W En gineering (Non-Platted Area) Preparation of Land Plat Prep aration of Legal Description APPRAISAL PROBLEM ANALYSIS <1 1 Appraisal Problem Analysis APPRAISING (ll Appraisals REVIEW APPRAISING (l) Review Appraisals BUYING (l) Buying 375 Per Report 450 Per Report 500 Per Report 150 Per Report 150 Per Report 880 Per Parcel 1,430 Per Parcel 550 Per Parcel 550 Per Description See Attached Fee Schedule See Attached Fee Schedule See Attached Fee Schedule See Attached Fee Schedule Note: An OWNER-directed second or subsequent offer shall be considered a new parcel. DocuSign Envelope ID: 521DC1 OB-8803-42AO-BE36-A8287063A91A TITLE INSURANCE Ul EXHIBIT "A" Page 3 of 5 Title Insurance Policy (parcels over $25k) DEED RECORDATION Deed Recordation (Includes Title and Document Review) PARTIAL MORTGAGE RELEASE & RECORDATION l2l Partial Mortgage Release & Recordation RIGHT OF WAY MANAGEMENT R/W Management Actual Cost + 10% 350 Per Parcel Actual Cost + 10% 1,200 Per Parcel These fees shall be paid in accordance with the following partial payment schedule for locally funded projects: R/W Management for Appraisal 60% of total fee per parcel R/W Management for Buying 40% of total fee per parcel These fees shall be paid in accordance with the following partial payment schedule for federally funded projects: R/W Management for APA 5% of total fee per parcel R/W Management for Appraisal 50% of total fee per parcel R/W Management for Review Appraisal 20% of total fee per parcel R/W Management for Buying 25% of total fee per parcel R/W Staking 13 > Right of Way Staking Utility Staking 141 Right of Way Staking for Utilities 600 Per Parcel Hourly Basis 1)This is a subcontracted item and the fee shown here is estimated. The final cost will consist of the actual invoiced amounts from the subcontractor plus a 10% mark-up for task coordination and administrative efforts. ii These are fees that will be incurred for partial mortgage releases, recordings, etc., and the fee is u n kn own. The final cost will consist of the actual fees charged plus a 10% mark-up for task coordination and administrative efforts. 3) CrossRoad Engineers will provide field staking for the proposed right-of-way and/or easement parcelsifrequestedbytheCityorifrequestedbyeithertheappraisingorbuyingsubconsultantsprovidingservicesonanyofthebondprojects. This work will include adequate field staking to identify the proposed right-of-way and/oreasements. Only those parcels actually staked will be invoiced. 4) At the request of the City, we will provide any additional right of way staking that may be required by the various utility companies in order to expedite utility relocation efforts prior to construction within the bond areas. This field work for utility relocations will be provided on an hourly basis in accordance with our schedule of HourlyBillingRates. Our current schedule is attached. DocuSign Envelope ID: 521DC108-8803-42A0-BE36-A8287D63A91A Re A raisal Problem EXHIBIT"A" Page 4 of 5 Appraisal Services Short Form: Commercial / Industrial/ Multi-Family/ Special/ Billboard ( with affected im rovements or a total take Excess land A raisal Review Appraisal Services roved Short Form: Commercial/ Industrial/ Multi-Family/ Special/ Billboard ( with affected i ovements or Lo Form: Commercial/ Industrial/ Multi-Famil / S ecial Im roved Buying Services Report Type Total/ Partial Acquisition Temporary/ Ac cess Rights Per Parcel Fee 255 680 1,930 2,835 3,175 4,530 3 405 4,530 11,340 650 Per Parcel Fee 410 970 1,360 1,535 2,1 60 1,620 2,160 5,220 Per Parcel Fee 2,030 1,695 DocuSign Envelope ID: 521DC10B-8B03-42A0-BE36-A82B7D63A91A EXHIBIT"A" Page 5 of 5 HOURLY BILLING RATES PERSONNEL CLASSIFICATION DESIGN Director Senior Project Manager Project Manager Project Engineer Assistant Project Engineer CAOD Manager CAOD Technician Assistant CADD Technici an R/W Manager R/W Appraiser R/W Buyer INSPECTION Director Resident Project Representative Asst Resident Project Representative Project Inspector Assistant Project Inspector SURVEY Survey Manager Assistant Survey Manager Survey Crew - 1 Man Crew Chief Field Man Researcher Survey Technician MISCELLANEOUS Mileage (per mile) Other Direct Costs HOURLY RATE 160.00 140.00 125.00 110.00 95.00 110.00 95.00 80.00 155.00 155.00 155.00 160.00 125.00 115.00 110.00 85.00 130.00 100.00 115.00 95.00 75.00 85.00 95.00 Current IRS Rate at cost +15% Rates Effective through December 2021 CROSSROAD EN&INEERS, PC 3417 SHERMAN DR, BEECH GROVE, IN 46107 II 317.780.1555 II CROSSROADENGINEERS.COM CzTfshfzHsfdivlijobu5;41qn-Opw13-3132 Page 1 of 1INDIANARETAILTAXEXEMPT PURCHASE ORDER NUMBERCERTIFICATENO. 003120155 0020CityofCarmel FEDERAL EXCISE TAX EXEMPT 105656 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, A/PONECIVICSQUARE VOUCHER, DELIVERY MEMO, PACKING SLIPS, CARMEL, INDIANA 46032-2584 SHIPPING LABELS AND ANY CORRESPONDENCEFORMAPPROVEDBYSTATEBOARDOFACCOUNTSFORCITYOFCARMEL - 1997 PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 10/27/2021362487 BOBCAT OF ANDERSON Street Department VENDORSHIP2075ECORD67 3400 W. 131st Street TO Carmel, IN 46074- ANDERSON, IN 46017 - Terry Killen(317) 733-2001 PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 60549 QUANTITYUNIT OF MEASUREDESCRIPTIONUNIT PRICEEXTENSION Department:Fund: 22012201Motor Vehicle Highway FND Account: 44-670.00 1EachBobcat UV34 (UTV)$70,457.08$70,457.08 Sub Total 70,457.08 Send Invoice To: Street Department 3400 W. 131st Street Carmel, IN 46074- 317) 733-2001 PLEASE INVOICE INDUPLICATE DEPARTMENTACCOUNTPROJECTPROJECT ACCOUNTAMOUNT 70,457.08PAYMENT A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE ASHIPPINGINSTRUCTIONSPARTOFTHEVOUCHERANDEVERYINVOICEANDVOUCHERHASTHEPROPERSWORN SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN C.O.D. SHIPMENT CANNOT BE ACCEPTED.THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABE THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 194 ORDERED BYANDACTSAMENDATORYTHEREOFANDSUPPLEMENTTHERETO. LeeHigginbotham TITLE Commissioner CONTROL NO. 105656 CONTROLLER CzTfshfzHsfdivlijobu5;41qn-Opw13-3132 Page 1 of 1INDIANARETAILTAXEXEMPT PURCHASE ORDER NUMBERCERTIFICATENO. 003120155 0020CityofCarmel FEDERAL EXCISE TAX EXEMPT 105659 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, A/PONECIVICSQUARE VOUCHER, DELIVERY MEMO, PACKING SLIPS, CARMEL, INDIANA 46032-2584 SHIPPING LABELS AND ANY CORRESPONDENCEFORMAPPROVEDBYSTATEBOARDOFACCOUNTSFORCITYOFCARMEL - 1997 PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 10/27/2021362487 BOBCAT OF ANDERSON Street Department VENDORSHIP2075ECORD67 3400 W. 131st Street TO Carmel, IN 46074- ANDERSON, IN 46017 - Terry Killen(317) 733-2001 PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 60552 QUANTITYUNIT OF MEASUREDESCRIPTIONUNIT PRICEEXTENSION Department:Fund: 22012201Motor Vehicle Highway FND Account: 44-670.99 1EachBobcat UW56 (Toolcat)$145,867.78$145,867.78 Sub Total 145,867.78 Send Invoice To: Street Department 3400 W. 131st Street Carmel, IN 46074- 317) 733-2001 PLEASE INVOICE INDUPLICATE DEPARTMENTACCOUNTPROJECTPROJECT ACCOUNTAMOUNT 145,867.78PAYMENT A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE ASHIPPINGINSTRUCTIONSPARTOFTHEVOUCHERANDEVERYINVOICEANDVOUCHERHASTHEPROPERSWORN SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN C.O.D. SHIPMENT CANNOT BE ACCEPTED.THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABE THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 194 ORDERED BYANDACTSAMENDATORYTHEREOFANDSUPPLEMENTTHERETO. LeeHigginbotham TITLE Commissioner CONTROL NO. 105659 CONTROLLER Clerk 11-9 BPW 11-17 Reviewed via email CFD Sutton OK 11-4-21 CPD Bickel OK 11-4-21 CRED Brewer OK 11-9-21 Reviewed via email CFD Sutton OK 11-1-21 CPD Bickel OK 11-1-21 CRED Brewer 11-9-21 Reviewed via email CFD Sutton OK 11-1-21 CPD Bickel OK 11-1-21 CRED Brewer OK 11-9-21 Reviewed via email CFD Sutton OK 11-1-21 CPD Bickel OK 11-1-21 CRED Brewer OK 11-9-21