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Home My WebLink AboutBPW 02-16-2000MEETING NOTICE CARMEL BOARD OF PUBLIC WORKS WEDNESDAY, FEBRUARY 16, 2000 -- 10 A.M. COUNCIL CHAMBERS / CARMEL CITY HALL ONE CIVIC SQUARE NOTICE IS HEREBY GIVEN THAT THE CITY OF C,~Ri~iEL BO,~RD OF PUBLIC WORKS WILL HAVE ITS REGUL?uRLY SCHEDULED MEETING WEDNESDAY~ FEBRU.~RY 16, 2000, AT 10 A, 1%I, IN THE COUNCIL CHAl%IBERS~ CITY HALL~ ONE CIVIC SQU.~RE, THE PURPOSE OF THE MEETING IS CITY BUSINESS. CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, FEBRUARY 16, 2000 --10 A,M, COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MI, I, TING CALLED TO ORDER APPROV,~L OF ~IINUTES a. February 2, 2000 - Regular Meeting BID/QU.~LIFICATION OPENINGS a. Hazel Dell Parkway Lawn Maintenance; David Klingensmith, Street Commissioner b. Award for 2000 Street Department Trucks; David Klingensmith, Street Commissioner 3. PERFORI~L~NCE RELEASES CONTtL~XCTS a. Agreement for Purchase of Goods and Senices; Data Systems (Annual FireTech and Arson Support Updates); Chief Douglas Callahan, Carmel Fire Department b. Lease Agreement; Ford Motor Company (~la_vor's 2000 Mercury Mountaineer); James Brainard, Mayor c. Agreement for Purchase of Goods and Senices; Amy Legg (Graphic Design Services); Douglas Haney, City Attorney d. Agreement for Purchase of Goods and Senices; Real Mechanical, Inc. (HVAC Up~ades); Chief Douglas Callahart, Carmel Fire Department REQUEST TO USE CITY PROPERTY/CLOSE STREET a. Request to Use Council Chambers for National Day of Prayer; Thursday, May 4, 2000; 11:00 a.m. to 1:00 p.m.; Joan Salz b. Request to Use Gazebo for ~Yedding; Saturday, July 15, 2000; 4:00 p.m. to 7:00 p.m.; Theresa Allgeier and Raymond Miller c. Request to Use Gazebo for ~Yedding; Saturday, August 12, 2000; 12:00 p.m. to 6:30 p.m.; Michelle Kolb d. Request to Use Gazebo for Community Sunrise Senice; Sunday, April 23, 2000; 6:30 a.m. to 9:00 a.m.; Rev. Steven B. Moore, Carmel Christian Church e. Request to Use Gazebo for 2000 Summer Series of Concerts; Wednesdays, June 7, 14, 21, 28, July 12, 19, 26 and August 2, 9, 16; 5:30 p.m. to 9:00 p.m.; Phyllis Morrissey, Chairperson of Carmel Fountain Square Committee Request to Use Council Chambers for Community Meeting; Tuesday, June 6, 2000; 6:00 p.m. to 8:30 p.m; Joseph H. Grayson, President of Weston Place Homeowners Association Request to Use Gazebo and Grounds for Carmelfest; Monday, July 3 and Tuesday, July 4, 2000; Wayne Wilson, Organizing Chairman of Carmelfest Committee 2000 Request to Close Street for Filling of Lake; Monday, Mttrch 27th through Wednesday, March 291h; Robert R. Schick, Senior Vice President, Revel & Underwood (on behalf of the Avian Glen Homeowners Association) OTI-~R a. Resolution BP~¥-02-16-00-01; A Resolution Determining to Forgo Competitive Bidding and Request Proposals for a Centrifuge for the Carmel Wastewater Utility; John Duff_v, Carmel Utilities Manager b. Risk Management Plan; John Duff_v, Carmel Utilities Manager c. Request for Water and Sanitary Sewer Availability; Providence at Old Meridian; Lyrmette Williams, Buckingham Properties d. Request for Water and Sanitary Sewer Availability; Seattle Coffee.' 200 S. Rangeline Rd.; Mark Olson, Seattle Coffee Co. e. Request for Sanitary Sewer Availability; Meadowlark Office Pttrk, Phase 2; Robert W. Tyler, Mid-States Engineering f. Request for Corninertial Curb and Median Cuts (2); Old Meridian St.; Providence at Old Meridian; Lynnette Williams, Buckingham Properties g. Request for Corninertial Curb Cut; Pro Med Lane; Meadowlttrk Office Park, Phase 2; Robert W. Tyler, Mid-States Engineering h. Request for Corninertial Curb Cut; Guilford Ave.; MISO Corporate Headquarters; Jamie Pocezkay, American Consulting Engineers i. Request for Additional Residential Curb Cut; 12455 Heatherstone Place, Bayhill Section 4; Bahram Tehran, 12455 Heatherstone Place j. Change Order ($31,806 and $5,842); RDJ Custom Homes (new totals of $67,429.50 and $63,691.50), Adam Dellart, Keeler-Webb Associates 7. ADJO~RN~FE?~T CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, FEBRUARY 16, 2000 - 10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT Mayor James Brainard, Board Members Billy Walker and Mary Ann Burke. Clerk-Treasurer Diana Cordray and Deputy Clerk Robin Butler also artended. Mayor Brainard called the meeting to order at 10:04 a.m. APPROVAL OF MINUTES Board Member Burke moved to approve the minutes from the February 2, 2000, regular meeting. Mayor Brainard seconded. The minutes were approved 2-0. Board Member Walker abstained. BID/QUALIFICATION OPENINGS Hazel Dell Parkway Lawn Maintenance: Mayor Brainard read the bids received for this project as follows: Brickman Group: $76,100.00 Outside Services: $90,212.00 Mayor Brainard gave the bids to David Klingensmith to review and report on at a later meeting. Award for 2000 Street Department Trucks: David Klingensmith recommended Circle City GMC Trucks be awarded the bid as ~he lowest, most responsive and responsible bidder. Mayor Brainard moved as such. Board Member Walker seconded. The bid was awarded to Circle City GMC Trucks 3-0. PERFORMANCE RELEASES There were none. CONTRACTS: Agreement for Purchase of Goods and Services with Data Systems (Annual FireTech and Arson Support Updates); Mayor Brainard moved to approve the agreement. Board Member Walker seconded. The agreement was approved 3-0. Lease Agreement with Ford Motor Company (Mayor's 2000 Mercury Mountaineer); Mayor Brainard stated this is through Ford's Mayors Program which covers insurance, repairs and maintenance. Board Member Burke moved to approve the agreement. Board Member Walker seconded. The agreement was approved 3-:0.2 -c~. ~, ~c~ 'i~:,-, ~',~o,r~ ~v.~-.,-~,',~,c~ ,. Agreement for Purchase of Goods and Services with Amy Legg (Graphic Design Services); Mayor Brainard moved to approve the agreement. Board Member Burke seconded. Board Member Walker asked if this was a renewal. Mayor Brainard stated it was. Clerk-Treasurer Diana Cordray asked which department held the previous contract. Mayor Brainard stated that he was not sure. The agreement was approved 3-0. Agreement for Purchase of Goods and Services with Real Mechanical, Inc. (HVAC Upgrades); Mayor Brainard moved to approve the agreement. Board Member Walker seconded. The agreement was approved 3-0. REQUEST TO USE CITY PROPERTY/CLOSE STREET: Request to Use Council Chambers for National Day of Prayer; Joan Salz; Thursday, May 4, 2000; 11:00 a.m. to 1:00 p.m.; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request to Use Gazebo for Wedding; Theresa Allgeir and Raymond Miller; Saturday, July 15, 2000; 4:00 p.m. to 7:00 p.m.; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request to Use Gazebo for Wedding; Michelle Kolb; Saturday, Au~xtst 12, 2000; 12:00 p.m. to 6:30 p.m.; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request to Use Gazebo for Community Stmrise Service; Rev. Steven B. Moore, Carmel Christian Church; Sunday, April 23, 2000; 6:30 a.m. to 9:00 a.m.; Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Request to Use Gazebo for 2000 Summer Series of Concerts; Phyllis Morrissey, Carmel Fountain Square Committee Chairperson; Wednesdays, June 7, 14, 21, 28, July 12, 19, 26 and August 2, 9, 16; 5:30 p.m. to 9:00 p.m.; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request to Use Council Chambers for Community Meeting; Joseph H. Grayson, President of Weston Place Homeowners Association; Tuesday, June 6, 2000; 6:00 p.m. to 8:30 p.m.; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request to Use Gazebo and Grounds for Carmelfest; Wayne Wilson, Organizing Chairman of Carmelfest Committee 2000; Monday, July 3 and Tuesday, July 4, 2000 and Parade on July 4, 2000; Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Request to Close Street for Filling of Lake; Robert R. Schick, Senior Vice President, Revel & Underwood (on behalf of the Avian Glen Homeowners Association); Monday, March 27th through Wednesday, March 291h; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. OTHER: Resolution BPW-02-16-00-01; Determinin~ to Forgo Competitive Biddin~ and Request Proposals for a Centrifuge for the Carmel Wastewater Utility; Mayor Brainard moved the resolution into business. Board Member Burke seconded. Mayor Brainard asked John Duffy, Utilities Manager to explain why this option would be better than bidding. Mr. Duffy and Brian Houghton from Jones and Henry explained to the Board why they felt bidding may force the Utilities Department to choose a company that is not best qualified to meet their specific needs. Board Member Walker expressed his concem about overriding the bidding process. The resolution was approved 2-1. Board Member Walker voted against. Risk Management Plan; Mr. Duffy explained to the Board why this report was submitted. The Board asked several questions. Mayor Brainard asked that the minutes reflect that this report was submitted to the Board. Request for Water and Sanitary Sewer Availability; Providence at Old Meridian; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request for Water and Sanitary Sewer Availability; Seattle Coffee / 200 S. Rangeline Rd.; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Request for Sanitary Sewer Availability; Meadowlark Office Park, Phase 2; Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Request for Commercial Curb and Median Cuts (2); Old Meridian St.; Providence at Old Meridian; Mayor Brainard moved to table the median cuts until the road plans are complete. Board Member Walker seconded. The median cut requests were tabled 3-0. Mayor Brainard moved to approve the curb cuts. Board Member Burke seconded. The curb cut requests were approved 3-0. Request for Commercial Curb Cut; Pro Med Lane; Meadowlark Office Park, Phase 2; Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 3-0. Request for Commercial Curb Cut; Guilford Ave.; MISO Corporate Headquarters; Mayor Brainard moved to approve the request based upon the secondary plat's approval. Board Member Walker seconded. The request was approved 3-0. Request for Additional Residential Curb Cut; 12455 Heatherstone Place, Bayhill Section 4; Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 3-0. Chan~e Orders ($31,806 and $5,842) for RDJ Custom Homes (new totals of $67,429.50 and $63,691.50); Mayor Brainard moved to approve the change orders. Board Member Burke seconded. The change orders were approved 3-0. ADD ON ITEMS Professional Services Agreement with Karen Gumberts (Legal Department Administrative Services); Mayor Brainard moved to approve the agreement. Board Member Burke seconded. The agreement was approved 3-0. ADJOURNMENT The meeting was adjoumed at 10:33 a.m.. Respectfully submitted, D I Clerk-Treasurer Attest: Diana L. Cordray, IAM~~ Clerk-Treasurer Ap ved,~~.. . ames Brainard