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Home My WebLink AboutBPW-02-20-98 Carmel ot i./~..'~- ~EL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, FEBRUARY 20, 1998 --4 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. February 4, 1998, regular meeting Bid Opening a. Two 3/4 Ton Pick-Up Trucks; John Duffy, Utilities b. Central Water Main Improvements, Contract 17; John Duffy, Utilities Bid Award a. 1998 Pick Up Trucks; David Klingensmith, Street Department Contracts a. Agreement for Purchase of Goods and Services; Word Systems, Inc.; Chief Michael Fogarty, Police Department b. Supplemental Service Agreement; American Consulting Engineers, Inc.; Kate Boyle, Engineering Claims a. $10,131.73 1/26/98 b. $21,968.87 2/2/98 Request to Use City Property/Close Street a. Request to Use Caucus Room; Wayne Wilson, Carmelfest Committee; Various Dates in 1998 b. Request to Use Caucus Room; Larry Fedor, Indiana Department of Environmental Management; March 2, 1998; 7 to 8:30 p.m. c. Request to Use Caucus Room; Kristina L. Hague, Ardsley Management; February 24, March 24 and April 28, 1998; 7 to 9 p.m. d. Request to Use Gazebo for Rehearsals and Performance; John Kastner, Carmel Commtmity Players; Various Dates in May and June 1998 7. Other a. Promotion of Police Officer to First Class Patrolman; Chief Michael Fogarty, Police Department Ninth Amendment to City of Carmel Employee Health Benefit Plan; Barbara Lamb, Human Resources ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 City of Carmel Employee Health Benefit Plan; Barbara Lamb, Human Resources Elimination of Asphalt Overlay; Karrington of Carmel; Roger A. Smith, Summit Construction 8. Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, FEBRUARY 20, 1998 --4 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Member Mary Arm Burke. Clerk- Treasurer Diana Cordray and Deputy Clerk Rebecca Wolf also attended. Mayor Brainard called the meeting to order at 4:07 p.m. APPROVAL OF MINUTES: Mayor Brainard moved to approve the minutes as listed on the agenda. Board Member Burke seconded. The minutes were approved 2-0. BID OPENING: Mayor Brainard opened and read the first bid received for the Two 3/4 Ton Pick Up Tracks: Dan Young Chevrolet, $40,450 for both ($20,225 each). Before the mayor opened the second bid, Clerk-Treasurer Cordray stated that her office received the bid after the deadline. Mayor Brainard suggested the board open the bid anyway and ask for legal advice later. The second bid was from Tipton Ford Lincoln-Mercury, Inc., $44,312.40 for both. The mayor and Utilities Manager John Duffy discussed how the items were bid. Mayor Brainard gave the bids to Mr. Duffy for review. Mr. Duffy explained the bid specifications for the Central Water Main Improvements. Contract 17 included a mistake in the bid notice. He stated the notice had been re-published and the bid opening had been changed to March 4, 1998. The mayor verified with Mr. Duffy that all bidders had been notified of the change. BID AWARD: Street Commissioner David Klingensmith recommended the board award the bid for the 1998 pick Up Tracks to Dan Young Chevrolet for $67,373 less $14,150 for trade-ins for a total of $53,223. He stated this was the lowest, most responsible and responsive bid. Mayor Brainard moved to award the bid as recommended. Board Member Burke seconded. The motion was approved 2-0. CONTRACTS: Agreement for Purchase of Goods and Services with Word Systems. Inc.: Mayor Brainard moved to approve the contract. Board Member Burke seconded. The contract was approved 2-0. Supplemental Service A~eement with American Consulting Engineers. Inc.: Mayor Brainard explained the contract was for change orders for the Hazel Dell Road Project. He stated these change orders were for the final road design between 96th and 126th streets, curbs between 126th and 136th streets, an erosion study and a land title survey for a total of $76,110. Mayor Brainard moved to approve the contract. Board Member Burke seconded. The contract was approved 2-0. CLAIMS: Mayor Brainard moved to approve the claims as listed on the agenda. Board Member Burke seconded. Claims were approved 2-0. REOUEST TO USE CITY PROPERTY/CLOSE STREET: Mayor Brainard moved to approve the following requests to use city property: a) Request to Use Caucus Room: Wavne Wilson. Carmelfest Committee: Various Dates in 1998 b) Request to Use Caucus Room: Larry_ Fedor. Indiana Department of Environmental Management: March 2. 1998:7 to 8:30 p.m. c) Request to Use Caucus Room: Kristina L. Hague. Ardsley Management: February_ 24. March 24 and April 28. 1998:7 to 9 p.m. d) Request to Use Gazebo for Rehearsals and Performance: John Kastner. Carmel Community Players: Various Dates in May and June 1998 Board Member Burke seconded. The requests were approved 2-0. OTHER: Promotion of Police Officer to First Class Patrolman: Police Chief Michael Fogarty explained his request. Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 2-0. Ninth Amendment to City of Carmel Employee Health Benefit Plan: Mayor Brainard explained the items in the employee benefit plan changed by this amendment. Mayor Brainard moved to approve the amendment. Board Member Burke seconded. The amendment was approved 2-0. Elimination of Asphalt Overlay at Karrington of Cannel: Mayor Brainard moved to approve the request. Board Member Burke seconded. Mayor Brainard stated he had never seen a street cut so well repaired. The request was approved 2-0. Clerk-Treasurer Cordray pointed out that the mayor had skipped Agenda Item 7c, City of Carmel Employee Health Benefit Plan. Mayor Brainard apologized for the oversight and asked Human Resources Director Barb Lamb to address the board. Ms. Lamb stated she was asking for the board's approval of the city's health plan, which had been rewritten to include all the amendments. She stated that CoreSource, the city's health care administrator, had helped rewrite the document. The request was approved 2-0. ADD-ON ITEMS: Request to Use Council Chambers for Rep. Dan Burton's Semi-Annual Town Meeting: Rick Wilson. Dan Button's Office: April 6. 1998:10 a.m.: Mayor Brainard verified with the clerk- treasurer that the meeting was not on a Saturday. The mayor moved to approve the request. Board Member Burke seconded. The request was approved 2-0. Request to Address the Board: George W. Sommers. Petitioner for King of Glory. Lutheran Church (Review of Street Cut Requirement): Mayor Brainard asked the city engineer for a copy of an ordinance pertaining to the request. The mayor stated the area in question was in the city's jurisdiction. Mr. Sommers thanked the board for hearing his request and explained the situation. He stated the city's planning department had approved his initial request for a street cut during the Technical Advisory Committee meetings. Mr. Sommers stated that on February 9, 1998, the Board of Public Works approved the street cut, but added more requirements than were established during the TAC meetings. He stated these extra requirements were going to cost the church and additional $6,000. Mr. Sommers stated the church had reviewed several ideas and chose to present to the board the following modification: leave one street cut as planned, but change the other to a 4-foot by 10- foot tap cut. He stated the church would change its specifications on fill, using material called flowable fill that was 100 percent compaetible, and would put down regular asphalt topping this summer. He also stated the church would provide a $500 2-year maintenance bond. Mayor Brainard stated that if the chumh committed to repairing the cut as needed for two years, the bond was not necessary. City Engineer Kate Boyle stated that she was in favor of the modified recommendation as long as the cuts were properly made. Mayor Brainard moved to approve the request as made in Harold Statson's letter of February 18, 1998, without the bond requirement. · Ms. Boyle asked the mayor to make his motion state that the church must adhere to conditions outlined in her initial letter to the board on this topic. The mayor modified his motion as requested. Board Member Burke seconded. The request was approved 2-0. Mayor Brainard moved to adjourn the meeting. Board Member Burke seconded. Mr. Dully recommended the board award the bid for the Two 3/4 Ton Pick Up Trucks opened at the beginning of the meeting to Dan Young Chevrolet for $40,450 for both ($20,225 each). Mayor Brainard moved to award the bid to Dan Young. Board Member Burke seconded. The bid was awarded as recommended 2-0. The meeting ended at about 4:30 p.m. Re~ectfully s~ubmitted,