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HomeMy WebLinkAboutBPW-09-16-91 BOARD OF PUBLIC WORKS AND SAFETY MEETING MINUTES SEPTEMBER 16, 1991 ONE CIVIC SQUARE/COUNCIL CHRi~BERS The meeting of the Carmel Board of Public Works and Safety was called to order by member Billy Walker. Member David Taylor was in attendance. Mayor Dorothy J. Hancock was absent. City Attorney Steve Andrews and Clerk-Treasurer Susan W. Jones were also in attendance. MINUTES OF SEPTEMBER 3f 1991: Walker moved to table the minutes because Taylor was not at the last meeting and could not approve the minutes. The motion was seconded by Taylor. Ail members voted aye. Motion carried. CLAIMS: Walker moved to approve the claims dated 9/6/91, pages 1- 2, in the amount of $297,080.58. The motion was seconded by Taylor. Ail members voted aye. Motion carried. Walker moved to approve the claims dated 9/11/91, pages 1-13, in the amount of $486,109.23. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. Walker moved to approve the claims dated 9/12/91, page 1, in the amount of $3,000.00. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. BIDS/UTILITIES/TANDEM AXLE CAB & CHASSIS: City Attorney Steve Andrews opened sealed bids for Utilities/Tandem Axle Cab & Chassis. Seven bids were received. Carl Summers Ford, Inc. Wabash Ford Truck Sales Stoops Freightliner-Quality Trailer Duke's GMC White GMC Truck Shamrock Ford Truck Sales Speedway International Trucks/ Jim Hilliken $58,850.00 $57,268.23 $57,898.00 $56,672.00 $55,344.00 $55,575.27 $57,031.96 $850.00 Trade-in $850.00 Trade-in $850.00 Trade-in $2,420.00 Trade-in $850.00 Trade-in Andrews suggested the Board take the bids under advisement and work with the Utilities Dept. to make a recommendation at the next meeting. Taylor so moved. The motion was seconded by Walker. Ail members voted aye. Hotion carried. JOHNSON CONTROLS/A.B. YOUNG CONTRACT-HEATING & AIR-CONDITIONING CONTRACT: Andrews recommended the contract be awarded to A.B. Young subject to the party putting the terms into the appropriate contract form by the next meeting. Taylor so moved. The motion was seconded by Walker. Ail members voted aye. Motion carried. RE-APPROVAL OF SEWER AND WATER AVAILABILITY/THE ENCLAVE OF CARMEL: Walker made a motion to re-approve the sewer and water availability for The Enclave of Carmel, 126th & Keystone as follows: Sewer: 49 E.D.U.'s as per sewer ordinance S-41 Chapter 7. exceed an average daily flow of 14,700 gallons. Not to Water: 49 E.D.U.'s as per water ordinance A-54 Sec. 4.03. exceed an average daily flow of 14,700 gallons. Not to Construction or development of the above project must begin within 12 months or said approval expires and the developer or builder must reapply to the Board. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. PROMOTIONS/CAP4V~EL POLICE DEPT.: On behalf of Chief Barney, Assistant Chief Don Allen recommended the following promotion: Patrolman Scott L. Moore to Patrolman 2nd Class from the rank of Patrolman 3rd Class. Allen stated Moore had completed his probationary period and has been doing an excellent job for the Police Dept. Allen requested Moore be promoted effective October 5, 1991. Taylor so moved adding that Moore would begin at a by- weekly salary of $1062.58 effective October 5, 1991. The motion was seconded by Walker. Ail members voted aye. Motion carried. AGREEMENTS FOR ll6th STREET & GRAY ROAD INTERSECTION RECONSTRUCTION: Taylor moved to accept the agreements for the relocation of the utilities of Carmel Utilities, Jones Intercable, Indiana Bell and Indianapolis Power & Light within the highway right-of-way for the ll6th & Gray Road improvements. The motion was seconded by Walker. Ail members voted aye. Motion carried. AGREEMENT FOR WESTERN INTERCEPTOR SEWER/ BUTLER FAIRMAN & SEUFERT: Andrews advised that this was basically an agreement for professional services compensating the engineer for Items 1 through 4 for a total lump sum fee of $21,000.00. Item ~5 was compensation for actual hours performed on the project of the actual salary of the employee/s plus an increase of multiplier rate of 154.79% plus a 15% fixed fee. Andrews advised it was customary to have multipliers with this type of arrangements. Andrews stated the balance of the agreement allows for how and when we pay them and what services are covered. Andrews advised we have a right to all documents, drawings, etc., and that we could terminate them at the appropriate time paying them for services rendered. Taylor inquired if funds were appropriated by the City Council for this. The Clerk-Treasurer advised that they were. Walker inquired if the rates shown were standard rates. Andrews advised that he did not know, but among different firms the rate did vary depending on different factors. Taylor moved to accept the contract from Butler, Fairman and Seufert for Western Interceptor Sewer for design, construction and inspection services. Walker inquired whether the State-certified rate of 154.79% plus the 15% fixed fee brought the base cost to 170%. Mark Ortman of Butler, Fairman and Seufert indicated that the 154.79% was an overhead factor and that the 15% was a fixed fee. Ortman advised that the State-certified rate was applied to for example $10.00 (1 hours work @ 10.00 per hour) after that the 15% fixed fee would be added to that total. Walker advised he felt the rate seemed high. Ortman advised the State maximum was 160.00%. Walker inquired if the fixed rate could be added to the State maximum of 160.00%. Ortman replied that they could. The motion was seconded by Walker. All members voted aye. carried. Motion PROPOSED LIST OF ITEMS FOR CITY AUCTION OCTOBER 5f 1991: Larry Strausborger advised that Item #89 the 2-Channel Motorola Radio should be removed from the proposed list. Andrews asked that the Board declare the property on the recommended list as surplus. Walker inquired that if the bids were so low that they were unacceptable what would be done. Andrews advised we would sell the property for whatever we could get for it. Andrews advised if it was not sold, we would bring it back for the next auction. Walker moved to approve the 113 items on the list of things to be sold as surplus and declare it as surplus for the City excluding Item #89 the sale to be held on October 5, 1991. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. RESOLUTION PERMITTING WATER HOOK-UP IN ROLLING ACRES AND ROLLING MEADOWS SUB-DIVISION TO THE CITY OF CARMEL: Taylor inquired what the City would determine as default. Andrews advised that this is an installment payment agreement that parrots the agreement done for the Sewer Utility a few months ago which gives the City Engineer the authority and power to enter into this agreement with any customer who wants to make the availability connection payments over a period of time. Andrews advised we were willing to do that, but the signed agreement has certain terms, one of which is failure to pay (ie:bounced check etc.) which constitutes default causing the agreement to be null and void. At that time, we could accelerate the contract just as any installment promissory note or installment loan contract accelerating the payment to be due on demand. If the customer refused to pay we could sue them for the balance due, interest, attorney's fees. Andrews stated the resolution was intended to do two things 1) Allow the citizens not to have to pay in one lump sum, but rather to pay the connection fee over a period of months. 2) These payments are not for the water service itself. The Water Utility will bill them for the water service, this requires that the City Engineer give notice to the citizens who use this time payment agreement and that they understand the difference. Andrews also advised that no interest would be charged by the City unless there was a default. Taylor inquired if there were additional terms in the agreement that the City Engineer held. Andrews advised that the agreement indicated that length and rate blanks were in the agreement and that they would vary from property owner to property owner. Taylor indicated he was concerned that the residents would not be clear about what they were agreeing to if there were other terms which were not spelled out concerning default. Andrews stated the terms were clear. Don Silvey, Consulting Engineer for the City advised that he had hoped the Contractor would have certain things done so that what he had to say could run concurrently with this resolution. He stated that this resolution was a follow through of a policy that has been in effect in the past for connection to the sewer and allowing for people to pay the availability over a period of time. Silvey advised that the fact that there is a resolution covering sewage in Rolling Acres and Rolling Meadows would help them with the resolution covering water. Silvey stated that the paving work scheduled to be done last week was not done. Silvey stated the majority of the tests on the sewer and the water mains have been completed and have passed except one water main which needed to be redone. Silvey stated that paragraph ~1 brings up the 90 day notice. Silvey asked that the notice be contingent upon acceptance of the water and sewer lines from the contractor with a substantial completion acceptance. Silvey requested that the Hayor or the Boards' designee be authorized to sign substantial completion and acceptance papers upon the Commonwealth Engineering certification that the work has been completed and that the water mains have passed the test. Silvey suggested that the Contractor should complete all of the work before allowing the hook-up preventing any discrepancies in possible damages. Silvey advised that after substantial completion, tests and major work were completed, the Engineer could provide a list of minor items to clean up. Walker asked Silvey if they were repaving the entire area. Silvey Taylor made a motion upon Don Silvey's recommendation to authorize the Mayor to sign a substantial completion for the Rolling Acres and Rolling Meadows sub-division sewer and water extension upon certification by Commonwealth Engineering that the work has been done and subject to review of the Board of Public Works at their next meeting. The motion was seconded by Walker. All members voted aye. Motion carried. Walker made a motion to approve Resolution 9-16-91-1 contingent upon substantial completion. The motion was seconded by Taylor. All members voted aye. Motion carried. There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, Approved: ATTEST: advised that they would be wedging the base course with a heavier asphalt course on top of what was there and then an additional inch of surface, building it up considerably from where it started out. Walker inquired if the additional inch would be a finish coat. Silvey advised that there would be a finish coat. Walker inquired if the finish coat would be part of the substantial completion. Silvey advised it would be part of the substantial completion. Walker advised that the surface should be laid before the weather became too cool causing it to breakdown in spring. Silvey advised that was why they had done the work they have done to insure it would not break down in the spring. Taylor made a motion upon Don Silvey's recommendation to authorize the Mayor to sign a substantial completion for the Rolling Acres and Rolling Headows sub-division sewer and water extension upon certification by Commonwealth Engineering that the work has been done and subject to review of the Board of Public Works at their next meeting. The motion was seconded by Walker. Ail members voted aye. Hotion carried. Walker made a motion to approve Resolution 9-16-91-1 contingent upon substantial completion. The motion was seconded by Taylor. Ail members voted aye. Hotion carried. There being no further business before the Board the meeting was duly adjourned. Respectfully submitted, Approved: ATTEST: