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HomeMy WebLinkAboutBPW-03-19-86MINUTES OF THE BOARD OF PUBLIC WORKS MARCH 19, 1986. The meeting of the Board of Public Works was called to order by Mayor Reiman at 5:15 P.M. on March 19, 1986. Board members Fred Swift and Billy Walker were present. Also present was City Attorney Andrews and Clerk-Treasurer Representative Martin. Fred Swift moved to approve the minutes of March 5, 1986. Mayor Reiman seconded. Passed unanimously. Fred Swift moved to approve the handwritten claims dated February 13, thru March 12 in the net amount of $930,810.83. Seconded by Billy Walker. Passed unanimously. Billy Walker moved approval of Invoices, Credit Memos dated 3-19- 86, Page 1 thru 87 inclusive, for a total of $446,042.27. Seconded by Fred Swift. Passed unanimously. E. H. HUGHES CO., INC. PRESENTATION - George Hughes, Jr., Executive Vice-President, Grant Morton, President, and Dave Riley, Head of Engineering Dept. for E. H. Hughes Co., Inc. were present to give a presentation on a protest regarding the Carmel South Wastewater Plant. Mr. Hughes gave background regarding what his company represents and tries to do, and presented each board member with a copy of the Bid Procedures. He stated that at this point they had not been notified as to the exact reason their bid was found to be non- responsive. He cited several provisions under Specifications, Instructions to Bidders, specifically Section 1.18, Comparison of Bids, and Section 1.24, A thru E. They were notified that the area of their bid that was found to be non-responsive had to do with a section that had to do with general information purposes and that the board had the authority to waive any and all formalities as in Section 1.19, and did not affect their base bid. They believe that a simple clarification for items within a general information category could have been requested from them and subsequently would have been furnished to the board if the board had some questions concerning the items within their bid. Mr. Hughes is requesting the following: 1) They came with the intent to provide infor mation to clarify their bid if needed, 2) To answer any questions, and 3) They have not been notified as to specifically why their bid did not receive the award. Mayor Reiman stated the company could have called her office and that a representative for their office, Bob Pettier, was present at the Board of Public Works meeting on March 5, 1986 when the board made the decision. Dave Riley, Engineer, stated that on March 5, 1986 Bob Pettier called George Hughes, Jr. telling the boards action. On March 6, 03/19/86 Page 2 1986 Mr. Hughes told Mr. Riley. He called Don Silvey to ask him why the bid was rejected and was instructed to call Mayor Reiman. Mayor Reiman was out of the office due to illness and so Mr. Riley filed a Telegraphic Protest to live up to the guidelines put down by the EPA and sent certified letters to those concerned. On March 12, 1986 Mayor Reiman requested that Mr. Hughes appear at the March 19, 1986 Board of Public Works meeting. She also stated that during that phone call she was not asked the decision of the board and she would have been happy to have given the decision to him had he asked. She thought he already knew of the decision by that time from Mr. Pettier. Mr. Hughes again stated that clarification was needed and was asked by Mayor Reiman to refer to the minutes of the March 5 meeting. After reading the paragraph pertaining to this issue Mr. Hughes stated that the section, Line I/A Cost, was a general information section and not part of the base bid. The whole section is basically information provided the engineer for equipment purposes and is a wild guess on anyone's part as to what those numbers are because in the process of preparing bids that this number is just basically "you reach up in the pie in the sky and try to come up with a number that you feel is reasonable under this type of situation". Grant Morton stated that he contacted the engineering firm asking what the problem was and was not asked to submit more information. He contacted people connected with the EPA funding and they could not clarify what I/A Cost was. He contacted Don Silvey asking what the city's position was regarding financing. He stated they had never been turned down because of information not in a Deduct or an Add, or not on a signed contract which has to do with not signing a page or not meeting the aspect of minorities. The one item he referred to is in the total bid but is a breakout and not listed as a unit price bid and further information could be requested Mayor Reiman moved that the Board take this presentation under advisement and reply within ten (10) days by sending a certified letter of the Boards decision to E. H. Hughes Co., Inc. of Louisville, KY. Seconded by Fred Swift. Passed unanimously. UTILITIES QUOTATIONS OF MARCH 5 - Mayor Reiman moved that the Utilities Manager legally throw out the quotations that had been received on March 5 and to go forward with acquiring lower quotations. Seconded by Fred Swift. Passed unanimously. TOWN OF WESTFIELD WASTEWATER LUMP SUM - Joe Edwards, President of the Town Board of Trustees of Westfield, and John Kupke, Engineer, were introduced to the board by Mayor Reiman. Mr. Edwards stated that the letter of March 19, 1986, which the board was in receipt of, gave information about the check of $650,000 which he presented to the board. (See attached) This check is tendered so that they 03/19/86 Page 3 may begin partial operation to meet a March 31 substantial completion date. He also presented a key to the flow monitoring station which Mayor Reiman asked Don Silvey to give to Jim Dougherty, Utilities Manager. Discussion ensued regarding continuation of the combined board and bonding of same. Mr. Silvey stated that in each of the inter- municipal agreements there has been a clause that supersedes and cancels out the old inter-municipal agreements so that between the City of Carmel and each of the entities it has been dissolved by contract. The old original contracts were signed by all five parties together. Some consider ation of an existing contract by the recent board between Clay and Westfield, and Hamilton Western Westfield, etc. if there would be a way to bring everyone together and dissolve it that would probably be the best way to proceed. Further information is to be obtained before proceeding. John Kupke stated that they are ready to initially be in a "shakedown" period. The pumps need to be turned on and meter the flow which they are capable of doing. He recommended that Don Silvey and Jim Dougherty be provided a duplicate set of metering as a double check. Final landscaping will not be completed for several more months. Fred Swift moved to gratefully accept the check for $650,000 for the Carmel Sewer Utility Construction Account from the Town of Westfield, with the understanding that the tap-in to our interceptor line will now proceed as soon as feasible, the City understands that now is ready to occur, that a follow-up payment of approximately $50,000 will come late~ when the final figures are determined. Seconded by Mayor Reiman. Passed unanimously. ENGINEERING PLANS FOR 116th STREET SEWER LINE - LAKESHORE DRIVE WEST - Don Silvey explained that this line ties into an existing force main coming from Brookshire Life Station taking a lot of the load off of that station. He would like to go out for bids within three weeks. Billy Walker moved to approve the engineering plans for the 116th Sewer line East of Lakeshore Drive West and submit them to the state to expedite the repair of that area of the sewer. Seconded by Fred Swift. Passed unanimously. Estimated cost of the project is $275,000. WOODGATE SUBDIVISION - Tom Welch and two men from Langston Construction explained plans for off-site water and sewer extensions. Billy Walker moved to approve Plan #84-1590, Off-Site Water and Sewer Lines for Woodgate Subdivision, certified by Allan H. Weihe Engineers, per letter to the Board dated March 19, 1986. Mayor Reiman seconded. Passed unanimously. 03/19/86 Page 4 Billy Walker moved approval of the 10-inch off-site water main reimbursement in the amount of $37,961.35 for the project Woodgate Subdivision per the engineers letter dated March 19, 1986. Fred Swift seconded. Passed unanimously. Billy Walker recommended that the Board enter into an agreement with Langston, the developer of Woodgate Subdivision, for off-site sanitary sewer as shown on Plans #84-1590 as per letter outlined March 18, 1986 at a cost of $158,662.59. Seconded by Fred Swift. Passed unanimously. PERFORMANCE BOND RELEASE - BROOKSHIRE NORTH SECTION 3 - SIDEWALKS - Billy Walker moved the release of the Performance Bond for Brookshire North Section 3 - Sidewalks in accordance with letter dated March 19, 1986 and that the inspector, Mr. Allen, has found in good shape to release the $20,000 Performance Bond. Fred Swift seconded. Passed unanimously. STOP SIGN AT RAILROAD CROSSING - CARMEL DRIVE - Lee Dolen. The Board was in receipt of a letter from Street Commissioner Lee Dolen dated March 13, 1986, (See attached) regarding Stop Sign at Carmel Drive. Mayor Reiman moved that the board approve the signs that the Street Dept put up for "STOP WHEN LIGHT IS OUT" on Carmel Drive at the railroad tracks to protect the public as much as possible until the railroad repairs the light. Seconded by Fred Swift. Passed unanimously. SEWER AND WATER AVAILABILITY - CARMEL CLAY EDUCATIONAL SERVICE FACILITIES - Tom Welch. Mayor Reiman, after meeting with City Engineer Tom Welch, announced that they had made a determination that for water availability the land would be exempted per the minutes of February 4, 1974 (See attached). The board was asked to specifically note Page 2, paragraph regarding school fees, and Page 3, Summary of Costs and Benefits. Billy Walker moved the board accept the research that has been done on the facts in the relationship between the school system of Carmel and the City of Carmel in regard to connection fees, availability fees for water and sewer and that the document dated March 19, 1986 consisting of three pages be approved as our recommendation to the Superintendent for his consideration as options available to the school system and then to work it out with the City Engineer, Tom Welch. Fred Swift seconded. Passed unanimously. Mayor Reiman moved, conditioned on the other motion regarding the Carmel Clay Educational Facility and Baseball Field upon reaching that agreement, for Water - 14.53 EDU's as per Water Ordinance A- 54, Section 4.03. Not to exceed average daily flow of 4359 gallons, and for Sewer - 14.53 EDU's as per Sewer Ordinance S-41, Chapter 7. 03/19/86 Page 5 Not to exceed average daily flow of 4359 gallons. Seconded by Billy Walker. Passed unanimously. It was noted by Tom Welch, City Engineer, that the last check to the attorney regarding the Journal Box was approved in the claims approved this date. CARMEL CIVIC SQUARE PROJECT - H. J. Umbaugh Accounting Statements - Mayor Reiman moved approval of the H. J. Umbaugh Accounting Statements for the two Carmel Civic Square Projects. Seconded by Fred Swift. Passed unanimously. There being no further business to come before the meeting, the same was duly adjourned at 6:40 pm. APPROVED: JANE A REIMAN, MAYOR ATTEST: DOROTHY J HANCOCK, CLERK-TREASURER