Loading...
HomeMy WebLinkAboutBPW-08-31-98° Cityof Carmel CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA MONDAY~ AUGUST 31~ 1998.1 P.M. COUNCIL CItAMBERS / CITY~ItALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Contract a. Agreement for Professional Serviees; Globe Asphalt Paving Co., Inc.; Kate Boyle, City Engineer 2. Adjournment ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/57D2400 CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES MONDAY, AUGUST 31, 1998 -1 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBE S P SENT: Mayor James Brainard; Board Members Billy Walker and Mary Ann Burke. Clerk-Treasurer Diana Cordray and Deputy Clerk Rebecca Martin also attended. Mayor Brainard called the meeting to order at 1:15 p.m. A~eement with Globe Asphalt Paving Co.. Inc.: City Attorney Douglas C. Haney recommended the Board approve this agreement upon declaration of emergency for a public works project. He explained the City had bid the project once and had asked for quotes twice, receiving a response only on the second solicitation of quotes. He recommended that of the two quotes received on the second solicitation, the Board accept a contract based on the lower of the two quotes. Mr. Haney then, in accordance with statute, made a record of the events leading to his request for declaration of emergency for a public works project: Exhibit A Copy of Original Notice of Bidders: Mr. Haney stated no bids were received as a result of this notice. Exhibit B Request for Quotes: Mr. Haney explained the city engineer sent out this request for quotes because of the emergency nature of the project. Exhibit C List of Contractors Who Received the Request for Quotes: Mr. Haney stated no quotes were received as a result of this request because companies did not have enough time to prepare them. Exhibit D Request for Quotes: Mr. Haney explained the engineer sent this second request for quotes to three Indianapolis companies: Globe Asphalt Paving Co., Inc.; Calumet Asphalt Paving Co., Inc.; and Milestone Contractors L.P. Exhibit E Quote from Globe Asphalt Paving Co., Inc.: $105,700 Exhibit F Quote from Calumet Asphalt Paving Co., Inc.: $122,500 Exhibit G Memorandum from City Engineer Kate Boyle Indicating the Emergency Nature of This Proceeding: Mr. Haney stated this project was for the construction of sidewalks along the north side of 106~ Street between Haverstick and Gray Road and along the west side of Gray Road. He explained the project needed to be started quickly because of increased traffic on 106~ Street and Gray Road and because of the nearing end of the construction season. Mr. Haney recommended the Board declare this an emergency and award the contract based on the quotes received. Exhibit H List of Names and Addresses of Those Who Picked Up the Original Bid Specifications, but Did Not Submit Bids: Mr. Haney explained this item was out of order, but he had jnst received it. Mr. Haney asked the Board on the basis of these exhibits and I.C. 36-1-12-9 to declare an emergency and accept a contract with Globe Asphalt Paving based on its quote, the lowest of the two received. Mayor Brainard verified with Mr. Haney that the Board needed to declare an emergency prior to accepting the contract. He also asked how the statute defined an emergency. Mr. Haney stated Indiana Code did not give any more guidance than "upon a declaration of emergency." Mayor Brainard explained that construction of the sidewalks needed to begin immediately because the City had permits from the Department of Natural Resources for construction in a floodway it didn't want to expire. The mayor also explained the dangers facing children trying to walk to Carmelot Park along 106t~ Street and Gray Road without sidewalks. Mayor Brainard moved to declare this project an emergency. Board Member Walker seconded. The motion was approved 3-0. Mr. Haney stated the Board's next step would be to accept the contract with Globe. Mayor Brainard asked City Engineer Kate Boyle her recommendation. Ms. Boyle explained quotes were requested on a listing of quantities and items of materials, and that companies were notified in the request that the project was still per the original plans and specifications, but the method of payment had been changed to a lump sum. She recommended the Board award the contract to Globe Asphalt Paving Co., who submitted the low quote at $105,700. Board Member Walker asked Ms. Boyle when construction would begin. A gentleman from Globe stated it should begin in two weeks and explained he hoped to get the project completed as soon as possible, noting that a wet fall could slow progress. Ms. Boyle stated several options to speed the project along. Mr. Haney noted that Globe had not signed the contract, but would do so contemporaneously with the Board if the Board chose to do so. Board Member Walker moved to approve the contract. Board Member Burke seconded. The contract with Globe Asphalt Paving Co.. Inc. was approved 3-0. Mayor Brainard moved to adjourn the meeting. Board Member Burke seconded. The meeting was adjourned 3-0 at 1:25 p.m. Res~e/et~ully submi~ed,~ Clerk-Treasurer Diana L. Cor~c~f, IAMC Attest: Clerk-Treasurer Dian~ 7 ~oved, .~ /~aY~>r James Brainard NOTIC~ TO BIDDERS City of Carmel, Indiana Department Board of Public Works and Safety One Civic Square City of Carmel, Indiana 46032 Project: 106th Street Sidewalk (Haverstick Road to Gray Road) Construction (Project No. 97- 0~ Notice is. hereby given that the Board of Public Works and Safety for the City of Cannel, Hamilton County, Indiana will receive sealed bids for the above described "Project" at the office of the Clerk Treasurer, One Civic Square, Cannel, Indiana (City Hail) until 10:00a.m. EST and in the Council Chambers at the same address between the hours of 10:00 a.m. and I0:0~ a.m. EST on or before July 22, 1998, and commencing as soon as practicable thereafter on the same date such bids will be publicly opened and read aloud in the Council Chambers of City Hall. No late bids will be accepted. All bids and proposals shall be properly and completely executed on the proposal forms provided with the plans and specifications which will include the non-collusion affidavit as required by the State of Indiana. The bid envelope must be sealed and have the words "BID - 106th STREET SIDEWALK (HAVERSTICK ROAD TO GRAY ROAD) CONSTRUCTION". A bid bond or certified check in an amount not less than ten percent (10%) of the amount bid must be submitted with each bid. A one hundred percent (100%) performance and payment bond will also be required of the successful bidder:. It is intended that actual construction of all work divisions shall be started as soon as practicable, and each bidder shall be prepared to enter promptly into a construction contract, furnish a performance bond, and begin work without delay in the event the award is made to him. The Project consists of, but is not necessarily limited to, the following: Construction of sidewalk along the north side of 106th Street between Haverstick Road and Gray Road, and along the west side of Gray Road. This project involves the installation of concrete and asphalt sidewalks; the ex~ension of twin 84" X 60" culverts at Blue Woods Creek; the installation of painted cross walk lines on 106th Street, Haverstick Road, and Gray Road; and other incidental work as described more fully by these construction documents. Contract Documents for the Project have been assembled into one bound project manual which, together with drawings, may be examined at the following locations: City of Carmel Department of Engineering, 1~ Floor, One Civic Square Carmel, IN 46032 Cole Associates Inc. 360 Century Building 36 South Pennsylvania Street Indianapolis, IN 46204 Copies of such drawings and project manuals may be obtained from either address stated above, upon the payment of $25.00, plus shipping, for each set. These sets may include full-size drawings. Payment must be by check. NO CASH ACCEPTED. Make cheeks payable to Cole Associates Inc. All payments and costs of Contract Documents are non-refundable. Bidders shall assure that they have obtained complete sets of drawings and Contract Documents and shall assume the risk of any errors or omissions in bids prepared in reliance on incomplete sets of drawings and Contract Documents. This Project will be funded by the City of Carmel. Wage rotes are not applicable for the Project. For special accommodations needed by handicapped individuals planning to public bid opening meeting, please call or notify the city of Carmel, Engineer's Office, at (317) 571-2441 at least forty-eight (48) hours prior thereto. No bidder may withdraw any bid or proposal within a period of thirty (30) days following the date set for receiving bids or proposals. The Cannel Board of'Public Works and Safety reserves the right to hold any or ail bids or proposals for a period of not more than thirty (30) days and said bids or propesai shall remain in full foroe and effect during said period. The City of Carmel reserves the right to reject any or all bids or to waive any informaiities and to accept the bid which it deems most favorable to the interest of the City aRer ail bids have been examined and evaiuated. Diana L. Cordray Clerk-Treasurer P:~PROJECTS~CIVTRANSL0713~SPECS~E.DOC Request for Quotes for City of Carmel, Indiana 106th Street Sidewalk Project July 30, 1998 Pursuant to Indiana Code Section 36-1 - 12-9, the City of Cannel, Indiana is inviting lump sum proposals to provide construction services for the installation of concrete and bituminous sidewalks, extension of twin 84" x 60" culverts, installation of painted cross walk lines and other incidental construction on 106~ Street between Haverstick Road and Gray Road. The amount quoted shall include the costs of all equipment, labor, materials, and the disposal of all spent materials and debris, in order to provide a complete and operating installation as shown on the Plans and Specifications, which are available to interested persons in the Office of the Department of Engineering on the first floor of City Hail. An itemized Estimate of Quantities is also included to assist individuals in detenuining a quote for th/s project. All work and materials shall be in accordance with and governed by the 1995 INDOT Standard Specifications unless otherwise specified in the Plans or Specifications, or as directed by the City Engineer. In the event of inconsistencies between the INDOT Standard Specifications and those included with the Plans, the Contractor shall be responsible for making a material take-off from the Plans and completing the work as shown on the Plans. It is to be understood by all concerned that the apparent silence of the Plans as to a detail or the apparent omission of a detailed description concerning a point shall be regarded as meaning that only the best general practice is to prevail and that only material and workmanship of the highest quality is to be used. All interpretations of the Plans shall be made on this basis by the City Engineer. Insurance requirements shall be as described in an Agreement which shall be si~aed with the City of Carmel upon acceptance of and approved quote, and where the term "additional insured" is used in the policies, this shall include the City of Cannel, it's officers and employees. The City of Carmel is requesting that all work is to be substantially complete on or before October 15, 1998 with a final completion of October 30, 1998. Refer to sect/on TS-10 of the Specifications for definition of substantial completion and all applicable penalties. Questions may be directed to Dave Hunter of Cole Associates Inc. at (317)633-4120. Proposals are due by 9:00 am on Monday, August 34 , inthe office of Kate Boyle, City Engineer, which is in the Department of Engineering on the first floor of City Hall. Questions to this office should be directed to her or Craig Parks, Assistant City Engineer at (317) 571-2441. Estimate of Quantifies City of Carmel 10~th Street Sidewalk Project July 22, 1998 Mobilization/Demobilization LS 1 Clearing & Grabbing LS 1 Tree Removal, 48 in EA 1 Borrow CY 100 Temp. Erosion & Sediment Control, Perimeter LF 1,000 Protection Temp. Erosion & Sediment Control, Straw Bale EA 3 Ditch Check Temp. Erosion & Sediment Control, Pipe EA 2 Protection Compacted Aggregate for Base, "O", Size No. 53 TON 32 Bituminous Base 5, LV TON 60 Bituminous Surface 11, LV TON 30 Side~valk, Concrete, 4in SYS 185 Riprap TON 15 Seeding and Mulch SYS 1,500 Sodding SYS 170 Pipe, Ellil/tical, 84in x 60 in, CMP LF 20 Pipe, 12 in, RCP LF 34 Pipe End Section, 12 in EA 1 Transverse Markings, Thermoplastic, LF 140 Solid White, 6in Construction Enghaeering LS I The above estimate is for information only. This is a lttmp sum project. The Contractor is responsible for making a material take-off from the plans and quoting a lump sum price for completing all work shown on the plans. Memo To: Kate Boyle, City Engineer From: Craig Parks, Assistant City Engineer Date; July 30, 1998 Re: 106th Street sidewalk: Request for Quotes Four contractors have received a Request for Quotes for the 106~ Street sidewalk project. The follo,,~ing list contains the names of those contractors I contacted regarding this project. D.R. Childs Milestone Contractors Calumet Paving Globe Paving Included with purchase of plans and specifications Via fax and certified mail (#P 101 892 784) Via fax and certified mail (#P 101 892 783) Via fax and certified mail (#Z 010 796 633) · Page 1 P 101 892 784 RECE!PT FO~ CERTiFiED M.A~L ,,TOTAL Post~ge and Fees p 101 892 783 PO Slate and ZLP Code ~ ~ - Cerld~ed Fee TOTAL~P%$tage and Fees ..~ Z 010 796 633 US Postal Service Receipt for Certified Mail No Insurance Coverage Provided. Do not :O&te Request for Quotes for City of Carmel, Indiana 106th Street Sidewalk Project August 3, 1998 Pursuant to Indiana Code Section 36-1-12-9, the City of Carmel, Indiana is inviting lump sum proposals to provide construction services for the installation of concrete and bituminous sidewalks, extension of twin 84" x 60" culverts, installation of painted cross walk lines and other incidental construction on 106~ Street between Haverstick Road and Gray Road. The amount quoted shall include the costs of ail equipment, labor, materials, and the disposal of all spent materials and debris, in order to provide a complete and operating installation as shown on the Plans and Specifications, wkich are available to interested persons in the Office of the Department of Engineering on the first floor of City Hall. An item/zed Estimate of Quantities is also included to assist individuals in determining a quote for tltis project. All work and materials Shall be in accordance with and governed by the 1995 INDOT Standard Specifications unless otherwise specified in the Plans or Specifications, or as directed by the City Engineer. In the event of inconsistencies between the INDOT Standard Specifications and those included with the Plans, the Contractor shall be responsible for making a material take-off from the Plans and completing the work as sho,~ on the Plans. It is to be understood by all concerned that the apparent silence of the Plans as to a detail or the apparent om/ssion ora detailed description conceming a point shall be regarded as meaning that only the best general practice is to prevail and that only material and worhnanship of the highest quality is to be used. All interpretations of the Plans shall be made on th/s basis by the City Engineer. Insurance requirements shall be as described in an Agreement which shall be signed with the City of Carmel upon acceptance of and approved quote, and where the term "additional insured" is used in the policies, th_is shall include the City- of Cannel, it's officers and employees. The City of Cannel is requesting that all work is to be substantially complete on or before October 15, 1998 with a final completion of Oetober 30, 1998. Refer to section TS-10 of the Specifications for definition of substantial completion and ali applicable penalties. Questions may be directed to Dave Hunter of Cole Associates Inc. at (317)6334120. Proposals are due by 9:00 am on Friday, August 7th, in the office of Kate Boyle, City Engineer, which is in the Department of Engineering on the first floor of City Hall. Questions to tlfis office should be directed to her or Craig Parks, Assistant City Engineer at (317) 571-2441. Estimate of Quantities City of Carmel 106th Sfreet Sidewalk Project July 22, 1998 MobilizationiDemobilization LS 1 Clearing & Grubbing LS 1 Tree Removal, 48 in EA 1 Borrow CY 100 Temp. Erosion & Sediment Control, Perimeter LF 1,000 Protection Temp. Erosion & Sediment Control, Straw Bate EA 3 Ditch Check Temp. Erosion & Sediment Control, Pipe EA 2 Protection Compacted Aggregate for Base, "O", Size No. 53 TON 32 Bituminous Base 5, LV TON 60 Bituminous Surface 11, LV TON 30 Sidewalk, Concrete, 4in SYS 185 Riprap TON 15 Seeding and Mulch SYS 1,500 Sodding SYS 170 Pipe, Elliptical, 84in x 60 in, CMP LF 20 Pipe, 12 in, RCP LF 34 Pipe End Section, 12 in EA 1 Transverse Markings, Thermoplastic, LF 140 Solid White, Construction Engineering LS 1 The above estimate is for information only. This is a lump sum project. The Contractor is responsible for mak/ng a material take-off from the plans and quoting a lump sum price for completing all work shown on the plans. GLOBE ASPHALT PAVING CO., INC. P,O. BOX 21 ~k53 INDIANAPOLIS, iN 45221 (317) 636-1~6 FAX 635-1,569 Date August ?. 1998 We propose to per{oem work as outlined below on located bt lO~th Strut Siclev~lk p~j~t 106th & Gray Zip Furnimh all Iai=om, equipment walking l~ath ~ plan~ and ~if A bond nan be furni~hmd UlX~ requ~t. TOTAL COST ~EE M~OVE Due amd Payable om Completion of Work Prices as quoted effective {or a period of 30 days Jrom date of propo~l, P~p~sal accepted subject to Delays or Non-Performance ~io~ed by causes beyond our control-by strikes, shortage of labor, fires, acc~ent~ or acts of God. OLOB~ ASPHALT PAVI~O ~O. IH~. Pte~e $~ ~d Return One tYopy Asphalt Paving Company, Inc. Jerry G. Verplank ceo Robert W. Everman, Jr. President Project: 106th St. & Gray Rd. Sidewalks Lump Sum Quote $122,550.00 Clarification: All Restoration to be mulch seeding. 317-571-8900 5265 E. 96TH STREET INDIANAPOLIS, INDIANA 46240 317-571-8924 FAX C~ of Camel Deparlment of En~dneedn; To: Douglas Haney, City Attomey From: Kate Boyle Date: 08/29/g8 Re: Awarding of 106"~ Sidewalk Project As you requested, the following is information to help you with the awarding of the above mentioned project: 1. The Notice to Bidders was originally published the first and second week of July, ~or bids to be opened at a special meeting of the Board of Public Works and Safety on July 2Ly=. One Addendum was included, which modified the agreement section of the specifications. 2. No bidswere received atthis meeting. 3. A 'Request for Quotes' was submitted to four centractors on July 3oa, to have quates received bY August~rd, No quotes were received by this due date. 4. A secend "Request for Quotes" was submitted to three of the four ceiii~uctors (one did not wish to submit a quote) on July 30~, to have quotes received by August 7a. Two quotes were received. Calumet Asphalt Paving Co. Inc. for $122,500 and Globe Asphalt Paving Co. Inc. for $105,700 Doug, as you know, wa have been trying to get this project built for almost two yeare. One issue of an easement needed an~d the other of the Department of Netuml Resources Permit for Construceon in a Floodway have finally been resolved and this is when we took the project through the bidding proce~_ However, the fact that wa did net receive any bids and that the centractore are now at the tail end of the '98 construction season, I am wonted that if we don~ build it now, we may fall back on our permit and easement status. This section of 106= Street is very busy and exists mostly as the Counbj Road that it was built as, a mere 22 feet wide. This is not safe for the many residents who want to go from their subdivision to the pan~, just north of 106~ Street on the east side of Gray Road. I appreciate what action you may take to help facilitate that this project gets awarded se constru~on may begin immediately. Thank you.