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HomeMy WebLinkAboutBPW-01-21-98City of Carmel CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, JANUARY 21, 1998 --10 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. January 7, 1998, regular meeting Bid Award a. Four Wheel Drive Industrial Wheel Backhoe Loader; John Duffy, Utilities Bond Releases a. Resolution BPW-01-21-98-01; Country Meadows, Section 2; Streets, Curbs, Water, Storm, Signs, Monuments & Markers b. Resolution BPW-01-21-98-02; Stone Haven, Section 3; Streets, Ext. Streets, Curbs, Ext. Curbs, Water, Sanitary, Offsite Sanitary Storm, Signs, Monuments & Markers, Ext. Sidewalks c. Resolution BPW-01-21-98-03; Plum Creek Ridge, Section 2; Curbs, Water, Sanitary, Storm Contracts a. Agreement for Provision of Services; IBM Corp.; John Duffy, Utilities b. Agreement for Provision of Goods and Services; Laerdal Medical Corp.; Chief Douglas Callahan, Fire Department c. Agreement for Provision of Goods and Services; F.A. Bartlett Tree Expert Co.; Steve Engelking, Department of Community Services d. Insurance Contract; Joe Staehler, Department of Administration Claims a. $39,303.49 12/22/97 b. $4,139.64 12/30/97 c. $4,113.78 12/31/97 Request to Use City Property/Close Street a. Request to Use Council Chambers; Barb Richards, League of Women Voters; February 26, 1998, 7 - 9 p.m. b. Request to Use Gazebo; Greenspace Garden Faire; Sue Dillon, Citizens for Greenspace; May 14 -16, 1998, 8:30 a.m. to 4 p.m. c. Request to Use Caucus Room; Sue Dillon, Citizens for Greenspace; April 20, 1998, 6 to 9 p.m. d. Request to Use Caucus Room; Janice Carraway, Ardsley Management Corp.; January 27, 1998, 7 to 9 p.m. ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 Other a. f. g. h. i. j. k. 1. m. Request to Use Caucus Room; Linda Ditty, Carmel Clay Parks and Recreation; Various Dates in 1998 Promotion of Police Officers to Master Police Officer Positions; Chief Michael Fogarty, Police Department Langston Development Swearing-In of Special Police Officers; Chief Michael Fogarty, Police Department Request to Have Foot Race; February 14, 1998; Marty Day, The Runners Forum Retainage Escrow Agreement; Maddox Industrial Contractors, Inc. Sewer and Water Availability; Carmel Centerpointe, Lot 2; Richard Henderson Schneider Engineering Sewer and Water Availability; Carmel Centerpointe, Lot 7; Richard Henderson Schneider Engineering Secondary Plat Approval; Moffitt Farm at Prairie View, Section 2A; Ken Alexander Commercial Curb Cut; Carmel Centerpointe, Lot 7; Executive Drive; Richard Henderson Schneider Engineering Commercial Curb Cut; Proposed Office, 10 Shoshone Drive; Richard Henderson Schneider Engineering Open Street Cut; King of Glory Lutheran Church, 2201 E. 106th St.; Water and Sanitary Service Connection; Mike Worth, Mike Worth Excavating Change Order gl; Water Reimbursement Agreement, Carmel Elementary School #9; Michael P. Hennessy, Skillman Corp. for Carmel Clay Schools Change Order #2 (confirmation); Hazel Dell Parkway; Kate Boyle, Engineering Change Order #3; Hazel Dell Parkway; Kate Boyle, Engineering 8. Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, JANUARY 21, 1998 --10 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Member Billy Walker. Clerk-Treasurer Cordray and Deputy Clerk Rebecca Wolf also attended. Board Member Mary Ann Burke was absent. Mayor Brainard called the meeting to order at 10:06 a.m. APPROVAL OF MINUTES: Mayor Brainard moved to approve the minutes as listed on the agenda. Board Member Walker seconded. The minutes were approved 2-0. BID OPENING: Mayor Brainard opened and read the only bid received for the Four Wheel Drive Industrial Wheel Backhoe Loader. The bid was from Reynolds Construction Equipment for $59,447.43. Mayor Brainard gave the bid to Utilities Manager John Du£fy for review, stating that Mr. Duffy could make a recommendation later at the meeting. BOND RELEASES: Mayor Brainard moved to approve Resolutions BPW-01-21-98-01 through BPW-01-21-98~03. as listed on the agenda. Board Member Walker seconded. The resolutions were approved 2-0. CONTRACTS: Agreement for Provision of Services with IBM Co~oration: Mayor Brainard moved to approve the contract. Board Member Walker seconded. Mr. Duffy stated IBM had not yet signed the agreement. Mayor Brainard amended his motion to approve the agreement contingent on IBM signing the document. Board Member Walker seconded. The contract was approved 2-0. Agreement for Provision of Goods and Services with Laerdal Medical Co~oration: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 2-0. Agreement for Provision of Goods and Services with F.A. Bartlett Tree Expert Co.: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 2-0. Insurance Contract: Joe Staehler, director of the Department of Administration, stated that Fred Ellis, the city's insurance representative, had recommended the city continue its contract with ITT Hartford. Mr. Ellis distributed copies of PENCO's proposal of ITT Hartford's policy to board members. Mr. Ellis stated that this year's premium would be $54,799 less than last year's premium despite increases in the city's property and personal property. Clerk-Treasurer Cordray asked Mr. Ellis if he had used the new inventory compiled by her office for the insurance proposal. Mr. Ellis stated he had obtained inventory lists from each department. Clerk-Treasurer Cordray suggested that Mr. Ellis may want to look at the her office's list for verification. Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 2-0. CLAIMS: Mayor Brainard moved to approve the claims as listed on the agenda. Board Member Walker seconded. Claims were approved 2-0. REQUEST TO USE CITY PROPERTY/CLOSE STREET: Mayor Brainard moved to approve the following requests to use city property: a) Request to Use Council Chambers: Barb Richards. League of Women Voters; Febma~_ 26. 1998:7-9 p.m. b) Request to Use Gazebo: Greenspace Garden Faire. Sue Dillon: May 14-16, 1998; 8:30 a.m. to 4 p.m. c) Request to Use Caucus Room: Sue Dillon. Citizens for Greenspace; April 20. 1998: 6-9 p.m. d) Request to Use Caucus Room: Janice Can'away. Ardsley Management Com. oration: January_ 27. 1998:7 - 9 p,m. e) Request to Use Caucus Room: Linda Ditty. Carmel Clay Parks and Recreation: Various Dates in 1998 Board Member Walker seconded. The requests were approved 2-0. OTHER: Promotion of Police Officers to Master Police Officer Positions: Police Chief Michael Fogarty explained the city council had approved funding for the new MPO positions. He explained this was a way to compensate senior officers who had not moved into supervisory positions. Board Member Walker clarified that Chief Fogarty was asking the board to approve the requested promotions for Officers Paul Terry and Gregory Gross. Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 2-0. Swearing-In of Special Police Officers: Mayor Brainard administered the oath of Carmel Clay School Special Police Officer to Gloria Thompson and presented her with her identification card. Request to Have Foot Race: Mayor Brainard moved to approve the request contingent on each rutmer signing a release of liability form that would be provided by the city attorney. Board Member Walker seconded. The request was approved 2-0. Retainage Escrow Agreement: Mayor Brainard suggested the board not move this item into business because it had not been reviewed by the city attorney. Sewer and Water Availability for Carmel Centerpointe. Lot 2: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 2-0. Sewer and Water Availability for Cannel Centero_ ointe, Lot 7: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 2-0. Secondary. Plat Approval for Moffitt Farm at Prairie View. Section 2A: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 2-0. Commercial Curb Cut for Carmel Centerpointe. Lot 7: Mayor Brainard moved to approve the request. Board Member Walker seconded. Ms. Boyle explained that one curb cut had been eliminated from the original plans. The request was approved 2-0. Commercial Curb Cut for 10 Shoshone Drive: Mayor Bralnard moved to approve the request. Board Member Walker seconded. The request was approved 2-0. Open Street Cut by King of Glory Lutheran Church. 2201 E. 106th Street: Mayor Brainard asked if there were any other ways to make the water and sanitary service connection besides cutting the street, such as moving the lines. Ms. Boyle stated the lines, which were not owned by the city, ran continually under the street and that moving them would disturb the entire road. Mayor Brainard suggested the board could approve the request contingent on the water and sewer companies moving the lines. Mr. Duffy stated that moving the entire line for one connection was not feasible and would be expensive. Mike Worth of Mike Worth Excavating stated that the contractor was willing to pave a greater area than was originally planned to get the project moving. Mayor Brainard stated that he definitely wanted the contractors to feather out the pavement, but the question was how far. Board members and Mr. Worth discussed the distance between the two requested cuts. Board Member Walker moved to approve the cuts contingent on the contractor paving between the cuts and feathering the pavement 10 feet on the outside of each cut. He also stated his motion to approve was contingent on the city engineer's final approval of the cuts. Mayor Brainard seconded. The request was approved 2-0. Change Order #1: Water Reimbursement Agreement for Cannel Elementary_ School #9: Mayor Brainard moved to approve the request for a $15,000 change order by the Skillman Corporation. Board Member Walker seconded. The request was approved 2-0. Change Order #2 (Confirmation); Hazel Dell Parkway: Mayor Brainard moved to confirm the change order Ms. Boyle had authorized. He explained the board previously had given Ms. Boyle authority to approve change orders for up to 2 percent of the contract total, of which this was one. Board Member Walker seconded. The change order was confirmed 2-0. Change Order #3: Hazel Dell Parkway: Mayor Brainard moved to approve the change order. Board Member Walker seconded. The change order was approved 2~0. Ms. Boyle stated the completion day of the project was scheduled for November 30, 1998. ADD-ON ITEMS: A_m'eement for Professional Services with Butler. Fairman and Seufert. Inc.: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 2-0. Agreement for Professional Services with ROAW Corporation: Mayor Brainard moved to approve the contract subject to the incorrect name of the company listed in Section 7.16 being corrected. Board Member Walker seconded. The contract was approved 2-0. Agreement for Professional Services with Daniel T. Kozlowski: Mayor Brainard moved to approve the contract. Board Member Walker seconded. The contract was approved 2-0. Request to Use Caucus Room: Ervin Lenski. Hamilton County License Branch: Various Dates in 1998: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 2-0. Request to Use Caucus Room: Clerk-Treasurer Diana Cordray for the American Heart Association: Various Dates in 1998: Mayor Brainard moved to approve the request. Board Member Walker seconded. The request was approved 2~0. Mayor Brainard asked Mr. Duffy if he was aware of the Retainage Escrow Agreement tabled by the board. Mr. Duffy stated he was aware of the agreement, but did not believe the city attorney had approved it. Mayor Brainard stated the board could recess for a few minutes so the attorney could review the contract. Mr. Duffy stated that was not necessary and that the agreement could be approved at the next board meeting. Mayor Brainard moved to adjourn the meeting. Board Member Walker seconded. Mr. Duffy asked to recommend a bidder from the bids opened earlier in the meeting for the Backhoe Loader. Mr. Duffy recommended the board award the bid to the sole bidder, Reynolds Construction Equipment for $59,447.43. Mayor Brainard moved to accept the recommendation. Board Member Walker seconded. The bid was awarded to Reynolds 2-0. The meeting was adjourned 2-0 at 10:41 a.m. Respf~ct fully submitted, Attest: