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HomeMy WebLinkAboutBPW-06-04-97 City of Carmel CAP~MEL BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, JUNE 4, 1997 -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Approval of Minutes a. May 21, 1997, executive session b. May 21, 1997, ~regular meeting Bid Opening a. 1997 Concrete Paving Program; Street Department b. 1997 Asphalt Paving Program; Street Department David Klingensmith, David Ktingensmith, Bid Award a. In Car Camera Systems; Police Department Chief Michael Fogarty, Carmel o Bond a. b. c. d. Releases Resolution BPW-06-04-97-01; Brooks Landing, Section 1; Water Mains Resolution BPW-06-04-97-02; Brooks Landing Offsite; Water Mains, Storm Sewers/Storm Drainage Resolution BPW-06-04-97-03; Moffitt Farm, Section 3; Water Mains Resolution BPW-06-04-97-04; Sycamore Farms, Section 1; Kingswood Lift Station Upgrade Contracts a. Access Indiana Service Agreement; Ameritech b. Ameritech Product Purchase and Maintenance Service Agreement; Ameritech c. Agreement for Professional Services; Michael Lady Appraisal Service; Mayor James Brainard d. Agreement for Professional Services; Burrell Appraisal Service, Inc. Appraisal Service; Mayor James Brainard e. Agreement for Purchase of Goods and Services; HPS Office Systems; Chief Douglas Callahan, Fire Department f. Agreement for Purchase of Goods and Services; Braden Business Systems, Inc.; Barbara Lamb, Human Resources ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 o 10. 11. Claims a. $22,568.96 5/07/97 b. $947.24 5/21/97 c. $29,945.46 5/28/97 Request to Use City Property a. Fall Art Exhibition in City Hall; Bill Duncan, Hamilton County Artists Association; November 1 through 15, 1997 b. Wedding in Gazebo; Keith Miles; July 13, 1997 Plat a. Signatures Chapman's Claim, Section 1; Jose Kreutz, Schneider Engineering Moffitt Farm, Section 3B; Jose Kreutz, Schneider Engineering Other a. Approval of Rate Increase; Mid-America Elevator Co., Inc.; Carmel Police Department and Carmel City Hall b. Sewer and Water Availability; Worthington Estates, Section 4; John Edwards, Langston Development c. Request for Curb Cut/Driveway; 240 Second Street N.E.; Bill Greenwood d. Open Cut Second Street N.E.; Retire Old Gas Service/Install New Service; Jerry Robinson, Indiana Gas Company Announcements Adjournment CARMEL BOARD OF PUBLIC WORKS MEETING MINUTES WEDNESDAY, JUNE 4, 1997 -- 1:30 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard and Board Member Mary Ann Burke. Clerk-Treasurer Diana Cordray and Chief Deputy Rebecca Wolf also attended. Board Member Billy Walker was absent. Mayor Brainard called the meeting to order at 1:36 p.m. APPROVAL OF MINUTES: Mayor Brainard moved to approve the minutes from the regular and executive session on May 21, 1997. Board Member Burke seconded. The minutes were approved 2-0. BID OPENING: 1997 Concrete Paving Program: Mayor Brainard opened and read the amounts of the following two bids received for the concrete paving program: Rieth-Reiley Construction Co., Inc.: D.R. Childs Corporation: $407,068.50 $134,610.00 Mayor Brainard gave the bids to Street Commissioner David Klinqensmith for review. The mayor told Mr. Klingensmith the boar~ would hear his recommendation before the end of the meeting if Mr. Klingensmith was comfortable making a recommendation that soon. 1997 Asphalt Paving Program: Mayor Brainard opened and read the amounts of the following four bids received for the asphalt paving program: Calumet Asphalt Paving Co., Inc.: Rieth-Reiley Construction Co., Inc.: Grady Brothers Inc.: Milestone Contractors, L.P.: $497,523.85 $560,581.10 $503,918.25 $532,927.00 Mayor Brainard gave the bids to Mr. Klingensmith for review. BID AWARD: In-car Camera Systems: Police Chief Michael Fogarty recommended the board award the bid for the in-car camera systems'to Kustom Signals. He stated the dispute about what size monitor was included in the bid had been resolved at no extra cost to the city. Chief Fogarty stated Kustom's compliance with the bid specifications made the company the lowest most responsive and responsible bidder. Greg Thomas, the president and owner of New Era Sales, Inc., stated Kustom had not stated it would comply with the city's specification to interface with Genesis I or Genesis II radars. Mr. Thomas stated his company's bid for the radar was lower than Kustom's bid. The mayor stated he wanted to know if Mr. Thomas's entire bid for the camera systems was lower, not just if part of the bid was lower. Mayor Brainard stated the Board did not usually allow vendors to make their sales presentations at Board meetings. Chief Fogarty stated the bid he had recommended to the board (Kustom) was only for the videos. He stated that Maj. Jerry Honaker had discussed the matter with Kustom. The mayor asked Chief Fogarty to restate his recommendation. Chief Fogarty stated he still recommended the bid be awarded to Kustom Signals. Mayor Brainard asked if the bid consisted of integrated radar and camera units. Chief Fogarty stated the radar units were not part of the bid, and that the police department would obtain quotes for them separately. He explained that the issue Mr. Thomas had addressed was the ability for Kustom or other camera systems to have an electronic interface with the radar units manufactured on the market. Chief Fogarty stated Kustom's cameras had the ability to interface with Genesis cameras, of which the police department had several. He also stated the police department had not made a decision on the purchase of the radar units to go along with the in-car camera systems. Chief Fogarty stated he was under the impression that the Genesis cameras the police department used could be made to integrate with other brands. He stated there would be a cost to make the~ cameras integrate with the systems. The mayor asked Chief Fogarty why the radar and the in-car camera systems were bid separately. Chief Fogarty stated this was done because many of the radar manufacturers did not make an in-car camera system. The mayor asked Chief Fogarty if the police department could get a cheaper price if the items were bid together. Mayor Brainard and Chief Fogarty discussed the best way to bid the items. Mayor Brainard moved to table the bid award so the police department could check on which bidding process would result in the lowest bids. Board Member Burke seconded. Chief Fogarty stated he would make every effort to report the department's findings to the board at the next meeting. The bid award was tabled 2-0. BOND RELEASES: Resolution BPW-06-04-97-01 through Resolution BPW-06-04-97-04: Mayor Brainard moved to approve the bond releases as listed on the agenda. Board Member Burke seconded. The resolutions were approved 2-0. CONTRACTS: Access Indiana Service Agreement: Communications Director Jim Kinder explained the agreement was for the T-1 line for the city's internet access. He stated it was the same line linking all of Hamilton County and would make Carmel compatible with the county's GIS system. Mr. Kinder stated it was the cheapest line. Mayor Brainard moved to approve the agreement. Board Member Burke seconded. The mayor asked the cost of the line. Mr. Kinder stated the cost was $1,295 a month. The mayor asked Doug Haney, assistant city attorney, for an opinion based on Indiana case law whether this was considered a product or a service. Mr. Haney stated he had not researched Indiana case law on the issue. Mayor Brainard moved to table the agreement until the Department of Law researched whether the line was considered a product or service. Board Member Burke seconded. The agreement was tabled 2-0. Ameritech Product Purchase and Maintenance Service Agreement: Mr. Haney stated Mr. Kinder had received another quotation besides the one from Ameritech, and that the Department of Law had not had time to review it. Mr. Haney recommended the board table the agreement until both quotes could be reviewed and compared. Mayor Brainard returned the discussion to the just-tabled Access Indiana Service Agreement and asked Mr. Kinder how many years the contract would last. Mr. Kinder stated he believed it was a one- year contract renewable annually. Mayor Brainard asked Mr. Haney if he or City Attorney Debra Grisham had reviewed the contract. Mr. Haney said he would take responsibility. The mayor asked Mr. Haney to take a moment to go over the Access Indiana agreement because if it wasn't more than the statutory amount the board could re-vote on it and award it at this meeting. Mayor Brainard moved to table the Ameritech Product Purchase and Maintenance Service Agreement. Board Member Burke seconded. The agreement was tabled 2-0. In regard to the Access Indiana agreement, Mayor Brainard stated he was concerned that the penalty for breaking the contract early could be more than the $50,000 limit for quotes. The contract remained tabled. Agreement for Professional Services with Michael C. Lady Appraisal Service, Inc.: Mayor Brainard moved to approve the contract. Board Member Burke seconded. The contract was approved 2-0. Agreement for Professional Services with Burrell Appraisal Service, Inc.: Mayor Brainard moved to approve the contract. Board Member Burke seconded. The contract was approved 2-0. Agreement for Purchase of Goods and Services with HPS Office Systems: Mayor Brainard moved to approve the contract. Board Member Burke seconded. The contract was approved 2-0. Agreement for Purchase of Goods and Services with Braden Business Systems, Inc.: 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. The claims were approved 2-0. REQUEST TO USE CITY PROPERTY: Fall Art Exhibition in City Hall; Bill Duncan, Hamilton County Artists Association; November 1 - 15: Mayor Brainard stated the board did not have much information about the exhibition and that the clerk-treasurer had asked the Board to table this request. He asked Clerk-Treasurer Cordray to have her staff look at how the exhibit held in Carmel City Hall two years ago was handled by the city. The mayor moved to table the request. Board Member Burke seconded. The request was tabled 2-0. Wedding at the Gazebo; Keith Miles; July 13, 1997: Clerk- Treasurer Cordray stated that some families who had used the gazebo for a wedding left the gazebo in disarray. Mayor Brainard stated he hoped those city employees working on the facilities policy would have it completed soon. Mayor Brainard moved to approve the request subject to the clerk-treasurer working with Mr. Miles to reduce the number of hours requested for the wedding and to work out any other details. Board Member Burke seconded. The request was approved 2-0. PLAT $IGNATUI~ES: City Engineer Kate Boyle stated the requests for plat signatures should have been removed from the agenda. The mayor moved to the next item. OTHER: Rate Increase with Mid-America Elevator Co., Inc.: Mayor Brainard explained the request was for a rate increase effective June 1, 1997. He stated the city attorney had recommended that if the board chose to approve the increase it do so on the following conditions: 1) the rate increase becomes an amendment to the present contract 2) a new contract is written in accordance with the city's format. Mayor Brainard moved to approve the increase based on the city attorney's recommendations. Board Member Burke seconded. The increase was approved 2-0. Sewer and Water Availability for Worthington Estates, Section 4: Mayor Brainard moved to approve the request. Board Member Burke seconded. The request was approved 2-0. Request for Curb Cut/Driveway for 240 Second Street N.E.: Mayor Brainard moved to approve the request subject to the conditions written in the city engineer's letter of recommendation. Board Member Burke seconded. Ms. Boyle clarified it was a relocation of a driveway. The request was approved 2-0. Request to Open Cut Second Street N.E.: Mayor Brainard moved to approve the request subject to the conditions written in the city engineer's letter of recommendation. The mayor suggested sending out letters stating what roads the city would be improving so open cut requests could be made prior to roadwork. Ms. Boyle stated she would make sure the gas company was aware of the city's plans. Board Member Burke seconded. The request was approved 2-0. ADD-ON: Request for Termination of Contract with Boone Consulting: Utilities Manager John Duffy stated the Department of Law had recommended the board officially terminate the contract. After discussion among the mayor, Mr. Haney and Mr. Duffy, the mayor moved to authorize the.Utilities Department to terminate the contract. Board Member Burke seconded. The motion was approved 2- 0. BID AWARD: 1997 Concrete Paving Program: Mr. Klingensmith recommended the board award the contract to D.R. Childs Corporation for $134,610.00/the following per unit per prices: Concrete Curb Replacement Concrete Road Replacement $14.30 per linear foot $32 per square yard Mayor Brainard moved to award the contract to D.R. Childs. Board Member Burke seconded. The motion was approved 2-0. 1997 Asphalt Pavin~ Program: Mr. Klingensmith recommended the board award the contract to Calumet Asphalt Paving Co., Inc. for $497,523.85/the following per unit per prices: AET or AE 150 Tack Coat #8 or #9 Binder #12 Surface HAC #12 Surface Hand Laid No. 53 Stone for Berming Cut Out and Replace Milling up to 3" Petromat Material Common Excavation 6" Perforated Underdrain Geotextile Fabric #53 Aggregate Base #8 Aggregate Base for Underdrain $1.50 per gallon $24.90 per ton $30.30 per ton $48 per ton $15 per ton $7 per square yard $0.80 per square yard $0.80 per square yard $18.75 per cubic yard $4.50 per linear foot $0.50 per square yard $1 per cubic yard $30 per cubic yard Mayor Brainard moved to award the contract to Calumet. Board Member Burke seconded. The motion was approved 2-0. Calumet and D.R. Childs submitted the lowest responsive and responsible bids. The meeting was adjourned at 2:25 p.m. Attest: