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HomeMy WebLinkAboutBPW-12-18-96City of Carmel CARMEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, DECEMBER 18, -- 1:30 P.M. COUNCIL CHAMBERS / CITY BALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. December 4, 1996 Recognition of City Employees a. Waste Treatment South Plant Employees, Safety Award Performance Releases a. BPW-12-18-96-01; Parkside Village, Monuments and Markers BPW-12-18-96-02; Bayhill, Sewers/Drainage Sections Section 7B; Storm i and 2; BPW-12-18-96-03; Park Place, Section 1; Streets, Curbs BPW-12-18-96-04; Park Meadow, Section 1; Streets, Curbs BPW-12-18-96-05; Meridian Corners Boulevard; Streets, Curbs, Sidewalks Bid Opening a. Ten Full-Size 1997 Police Package Vehicles; Chief Michael Fogarty, Police Department Bid Award a. Water Main Extension Contract 16; John Duffy, Utilities Manager Amended Recommendation for LAN System Bid; Indiana Computer Outlet; Jim Kinder, Camel Clay Communications Center Contracts a. Amendment to Bonar Group Contract; Deb Grisham, City Attorney (previously tabled) b. Maintenance Service Agreement; Word Systems, Inc.; Judge Bardach, Carmel City Court c. Canine Unit Training; Vohne Liche Kennels; Chief Michael Fogarty, Police Department d. Equipment MaintenanceAgreement; Advanced Business Concepts; Jim Kinder, Carmel Clay Communications Center ONE CIVIC SQUARE CARMEL. INDIANA 46032 317/571-2400 Software License Axgreement; Precision Computer Systems; John Duffy, Utilities Manager A4reement for Professional Services; American Consulting Engineers; Mike Hollibaugh, DOCS Agreement for Professional Services; Institute for Public Safety Personnel, Inc.; Chief Doug Callahan, Fire Department A~reement for Goods and Services; Elite Roofing; Chief Doug Callahan, Fire Department Agreement for Cleaning Services; M & R Enterprises; Chief Michael Fogarty, Police Department A~/reement for Goods and Services; Carmel Welding & Supply Co., Inc.; Chief Michael Fogarty, Police Department Agreement for Goods and Services; Mattingly Concrete; Chief Michael Fogarty, Police Department ~4reement for Professional Services; Indiana University Purdue University Indianapolis Public Opinion Laboratory; Steve Engleking, DOCS ~4ree~ent for Professional Services; CSO Architects Engineers & Interiors; Mayor Brainard A~reement for Professional Services; Jack Manfre, Professional Police Firearms Instructor; Chief Michael Fogarty, Police Department A~reement for Legal Services; John Molitor; Deb Grisham, Department of Law A~/reement for Engineering Services; Cosmopolitan Consulting Engineers; Kate Boyle, City Engineer (previously tabled) Claims a. The Nyhart Company b. The Nyhart Company 11/26/96 12/03/96 $3,939.10 $24,136.16 Request for Water and Sewer Availability a. Water A%-ailability; Haverstick Subdivision, Irrigation System; Tom Kutz, Centex Homes Entryway Plat a. b. Signatures Louis F. Keen Manor; Mike Keen, Cornerstone Homes Park Meadow, Section 5; Timothy Walter, Estridge Development Spring Creek, Section 3; Bob Langston, Langston Development 10. 11. 12. de Parcels A & B, Block 12, Science and Technology Park; George Duty of Dury Investment Group f. g- h. i. j. Other a. Request to Promote Firefighters Effective Decen~ber 21; Chief Doug Callahan, Fire Department Request to Promote Firefighters Effective January 4; Chief Doug Callaban, Fire Department Request for Comments Regarding Installation of Electric Fixture; Mary McCorkle, Carmel Clay Parks and Recreation Request for Approval of Uncollectable Debts; $578.85; Rick Brandau/John Duffy, Carmel Utilities Request for Site License; Pentamation; Diana Cordray, Clerk-Treasurer Request to A~vertise for Ambulance Bids; Chief Doug Callahan, Fire Department Permission to Advertise for Exhaust System Bids; Chief Doug Callahan, Fire Department Consent to Encroach; Trails of Avian Glen; Davis Development Consent to Encroach; Woodfield, Lot 156; Mark Sidebottom, Mark A. Sidebottom Builders Request to Terminate Lease/Requests to Lease; 11 First Avenue; Indiana Performing Arts Academy/Carmel Symphony Orchestra, Inc. and Carmel Clay Parks and Recreation k. Request to Evaluate Possible Office Space at Old City Hall; Judy Hagan, Carmel Clay Board of Parks and Recreation Request to Place Footbridges in Right-of-way; Parks at Springmill; Timothy Walter, Estridge Development Request for Curb Cut Relocation; Auto Zone, Medical Drive; Charles D. Frankenberger, Nelson & Frankenberger Request for Curb Cut; Keltner Building; Bradley Barnes Cuppy Graef & Turner Architects Announcements Adjournment ~L BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, DECEMBER 18, -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor Brainard; Board Members Walker and Watson. Clerk-Treasurer Cordray and Chief Deputy Wolf also attended. Mayor Brainard called the meeting to order at 1:03 p.m. APPROVAL OF MIN~jTES: BOard Member Watson moved to approve the minutes from December 4, 1996. Mayor Brainard seconded, All members voted AYE. The minutes were approved. RECOGNITION OF CITY EMPLOYEES: Utilities Manager John Duffy explained why the South Plant had earned the safety award and recognized utilities workers Harvey Kirby and Rick Brandau for their good work. PERFORMANCE RELEASES: Board Member Walker moved to approve Resolution BPW-12-18-96-01. Board Member Watson seconded. All members voted AYE. The resolution was approved. Board Member Watson moved to approve Resolution BPW-12-18-96-02. Board Member Walker seconded. All members voted AYE. The resolution was approved. Mayor Brainard stated he had been asked to move Agenda Item 9d to the beginning of the meeting. Board Member Watson moved to approve the plat signature of Parcels A & B, Block 12, Science and Technology Park. Board Member Walker seconded. All members voted AYE. The board members signed the plat. Board Member Walker moved to approve Resolution BPW-12-18-96-03. Mayor Brainard seconded. All members voted AYE. The resolution was approved. Mayor Brainard moved to approve Resolution BPW-12-18-96-04. Board Member Watson seconded. All members voted AYE. The resolution was approved. Mayor Brainard moved to approve Resolution BPW-12-18-96-05. Board Member Watson seconded. All members voted AYE. The resolution was approved. BID OPENING: Mayor Brainard opened the two bids received for the Full-size 1997 Police Package Vehicles. The first envelope from W. Hare & Son Inc., contained no bid. The other envelope contained a bid from Tom Wood Ford for $201,000 or $20,100 per car. The board released the bids to Police Chief Fogarty to review for recommendation. Chief Fogarty stated he probably could return before the end of the meeting with a recommendation. BID AWARD: Utilities Manager Duffy recommended the board award the bid for the water main extension to the low bidder, Leland Roberts Construction Inc., for $58,045. Mayor Brainard moved to award the bid to Leland Roberts. Board Member Walker seconded. All members voted AYE. The bid was awarded to Leland Roberts. Communications Center Director Jim Kinder explained the computer review committee had inadvertently deducted $11,000 from the bid from Indiana Computer Outlet because the committee thought the money was part of the hardware bid when it actually was part of the options category. He stated there also was a $1,158.50 mathematical error in the bid that benefited the city. Mr. Kinder stated that ICO was still the low bid and the cost was still within the original appropriation of $188,880. Mr. Kinder stated he had received approval from the city attorney on the process to amend the bid. Board Member Walker moved to approve the amended bid. Mayor Brainard seconded. All members voted AYE. The amended bid was approved. CONTRACTS: Mayor Brainard complimented Clerk-Treasurer Cordray for catching an error in the contract with the Bonar Group. Mayor Brainard moved to approve the amended contract. Board Member Walker seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Maintenance Service Agreement with Word Systems, Inc. Board Member Walker seconded. All members voted AYE. The contract was approved. Major John Etter of the Police Department explained the proposed Canine Unit Training Contract with Vohne Liche Kennels. Mayor Brainard moved to approve the contract. Board Member Walker seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Equipment Maintenance Agreement with Advanced Business Concepts. Board Member Watson seconded. All members voted AYE. The contract was approved. Utilities Manager Duffy explained the use of the Software License Agreement with Precision Computer Systems. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Professional Services with American Consulting Engineers. Board Member Watson seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Professional Services with the Institute for Public Safety Personnel. Board Member Watson seconded. All members voted AYE. The contract was approved. Board Member Walker moved to approve the Agreement for Goods and Services with Elite Roofing. Mayor Brainard seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Cleaning Services with M & R Enterprises. Board Member Walker seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Goods and Services with Carmel Welding and Supply Co., Inc. Board Member Walker seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Goods and Services with Mattingly Concrete. Board Member Watson seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Professional Services with the IUPUI. Board Member Watson seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Professional Services with CSO Architects. Board Member Walker seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Professional Services with Jack Manfre. Board Member Watson seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Legal Services with John Molitor. Board Member Watson seconded. All members voted AYE. The contract was approved. Mayor Brainard moved to approve the Agreement for Engineering Services with Cosmopolitan Consulting Engineers. Board Member Walker seconded. All members voted AYE. The contract was approved. CLAIMS: Mayor Brainard moved to approve the claims as listed on the agenda (Items 7a and 7b). Board Member Walker seconded. All members voted AYE. The claims were approved. REQUEST FOR WATER AVAILABILITY: Mayor Brainard moved to approve the request for water availability for Haverstick Subdivision by Tom Kutz. Board Member Watson seconded. City Engineer Boyle stated the contract includes wording stating that if the city or any utility does work in the road or right-of-way, the damage done is at Mr. Kutz's expense to repair. She stated that Mr. Kutz had not signed a legal document agreeing to this, but she could have one drawn up by the city attorney. The mayor explained why he wanted Mr. Kutz to sign a legal agreement. Mr. Kutz stated he would like to verbally accept the agreement by the meeting minutes. He stated he would sign a document prepared by the city attorney stating he would pay for damages as mentioned by City Engineer Boyle. The mayor moved to amend the motion to include Mr. Kutz signing the document prepared by the city attorney. Board Member Walker seconded. All members voted AYE. The amendment was approved. All members voted AYE. The request for water availability was approved. PLAT SIGNATURES: Mayor Brainard moved to approve the request for a plat signature for Louis F. Keen Manor. Board Member Walker seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve the request for a plat signature for Park Meadow, Section 5. Board Member Watson seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve the request for a plat signature for Spring Creek, Section 3. Board Member Watson seconded. All members voted AYE. The request was approved. OTHER: Fire Chief Doug Callahan explained the promotions he requested in Agenda Items 10a and 10b. Mayor Brainard moved to approve the request. Board Member Watson seconded. All members voted AYE. The request was approved. Park Board President Judy Hagan explained why the Carmel Clay Park and Recreation Department wanted a permanent electric fixture (power source) in Civic Square. Mayor Brainard moved to approve the request for the board to proceed with steps to purchase and install the fixture. Board Member Walker seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve the Utility's request for approval of uncollectable debts. Board Member Walker seconded. Utilities Manager Duffy stated the amount uncollected was a fraction of a percent of the collected payments. All members voted AYE. The request was approved. Clerk-Treasurer Cordray explained she was requesting a site license for a new municipal financial accounting system for the city from Pentamation. She explained the purpose and use of the software package. Mayor Brainard moved to approve the request with the stipulation the city attorney resolve the legal issues in question with the document. Board Member Walker seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve Fire Chief Callahan's request to advertise for ambulance bids. Board Member Watson seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve Fire Chief Callahan's request to advertise for exhaust system bids. Board Member Walker seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve Davis Development's request to encroach at Trails of Avian Glen. Board Member Watson seconded. All members voted AYE. The request was approved. Mayor Brainard moved to approve Mark Sidebottom's request to encroach at Woodfield, Lot 156. Board Member Watson seconded. All members voted AYE. The request was approved. Mary Cage of the Indiana Performing Amts Academy explained the academy was closing because of increasing costs and asked the board if the academy could vacate its lease early. Mayor Brainard moved to approve the academy's request to terminate the lease and waive the rent. Board Member Walker seconded. All members voted AYE. The request was approved. Mayor Brainard explained Carmel Clay Parks and Recreation's request to have 60 days to examine the space vacated by the Indiana Performing Arts Academy to see if its new director would want to move into the building. He also stated the Carmel Symphony Orchestra, Inc. wanted to lease the same facilities, but could move in immediately. Mayor Brainard moved to give the first right of refusal to Carmel Clay Parks and Recreation. Board Member Watson seconded. Board Member Walker moved to amend the parks department's deadline to decide if it wanted the facilities from February 18, 1997, to March 1, 1997. Mayor Brainard seconded. All members voted AYE. The amendment was approved. All members voted AYE. The amended motion was approved. Mayor Brainard moved to approve the request to place footbridges in the right-of-way at Parks of Springmill. Board Member Walker seconded. City Engineer explained this area was within city limits. Walker clarified the posts of the bridges would be outside of the flow line so they wouldn't rot. The request was approved 3-0. Charles Frankenberger presented the request for a cub cut relocation on Medical Drive for Auto Zone. Board Member Walker moved to approve the request. Mayor Brainard seconded. The request was approved 3-0. Mayor Brainard moved to table the request for a curb cut for the Keltner Building to the next meeting. Board Member Watson seconded. All members voted AYE. The request was tabled. ADD-ON ITEMS: Mayor Brainard moved to approve the Agreement for Legal Services with Ice, Miller Donadio and Ryan. Board Member Walker seconded. The agreement was approved 3-0. ANNOUNCEMENTS: Utilities Manager Duffy stated he had improperly read the figure of the bid awarded to Leland Roberts earlier in the meeting. He stated the correct amount was $58,045.02. Police Chief Fogarty recommended the board award the bid (Agenda Item 4a) to Tom Wood Ford. He stated the bid was $101 less than the state bid. Mayor Brainard moved to award the bid to Tom Wood Ford. Board Member Walker seconded. All members voted AYE. The bid was awarded to Tom Wood Ford. The meeting was adjourned at 2:42 p.m. Resp~~u~mltt d~