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HomeMy WebLinkAboutBPW 6-06-01BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA City of Carmel WEDNESDAY, JUNE 6, 2001 - 10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER 1. APPROVAL OF MINUTES a. May 16, 2001 -Regular Meeting b. May 23, 2001 -Special Meeting BID / QUALIHCATION OPENINGS / AWARDS a. Bid Opening for Carmel Project No. 00-02, Carmel Sidewalk Committee Sidewalk Improvements Project; Kate Weese, P.E., City Engineer b. Bid Opening for Carmei Project No. 00-02, Street Lighting Addition in Cricklewood Subdivision; Kate Weese, P.E., City Engineer c. Bid Opening for Pumper/Ladder Bid; Chief Douglas Callahart, Cannel Fire Department 3. PERFORblANCE RR~ .FASES a. Resolution No. BPW-06-06-01-02; Prairie View Subdivision; Release of Irrevocable Letters of Credit for Replacement with Performance Bonds; Jose Kreutz, Brenwick b. Resolution No. BPW-06-06-01-03; Spring Creek, Section 3; Interior Sidewalks; John Edwards, Langston Development Company c. Resolution No. BPW-06-06-01-04; Worthington Estates, Section 1/2; Sidewalks; John Edwards, Langston Development Company d. Resolution No. BPW-06-06-01-05; The Overture, Section 2; Curbs, Water Mains and Sanitary Sewers; John Talbot, Estridge Development Company e. Resolution No. BPW-06-06-01-06; The Overture, Section 2; Storm Sewers/Storm Drainage; John Talbot, Estridge Development Company CONTRACTS a. Rider to Professional Services Agreement with Curtis L. Coonrod, CPA, P.C.; (Accounting Services for City); Mayor James Brainard b. Agreement for Purchase of Goods and Services with Engineered Flooring, Inc.; (Station No. 43 Kitchen); Chief Douglas Callaban, Carmel Fire Department ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2400 f. g. h. i. j. Agreement for Purchase of Goods and Services with Fibrebond Corporation; (Repairs and Maintenance to Tower Site Building); Jim Kinder, Department of Communications Agreement for Purchase of Goods and Services with Charles R. Glesing, Jr.; (Apparatus Cost Analysis); Chief Douglas Callahan, Carmel Fire Department Agreement for Purchase of Goods and Services with Mathes Solutions; (Large Document Format for Conversion); Michael Hollibaugh, Department of Community Services Rider to Goods and Services Agreement with Minolta Business Services; (Copier Lease for Administration Department); Mayor James Brainard Rider to Goods and Services Agreement with Minolta Business Services; (Copier Lease for Engineering Department); Kate Weese, P.E., City Engineer Agreement for Special Counsel Services with John Molitor; (Legal Services for City); Douglas C. Haney, City Attorney Agreement for Professional Services with The OMNI Centre for Public Media, Inc.; (Video Production); Nancy Heck; Department of Administration Agreement for Purchase of Goods and Services with Real Mechanical, Inc.; (Preventive Maintenance for Station Nos. 41, 42, 43 and 44 Furnaces); Chief Douglas Callahan, Carmel Fire Department Rider to Professional Services Agreement with Simon and Company; (City Plan and Strategy Assistance); Mayor James Brainard REQUEST TO USE CITY PROPERTY/CLOSE STREET a. Request to Use Gazebo and Fountain Area for Wedding; Sunday, July 15, 2001 from 12:00 noon to 6:30 p.m.; Tammy Rice and Larry Moseley b. Request to Use Gazebo for Carmel High School Cheer Club Kick-Off Picnic; Tuesday, July 17, 2001 from 5:30 p.m. to 9:00 p.m.; Katherine Henke, President c. Request to Use Gazebo for Violin and Viola Recital; Friday, August 17, 2001 from 6:00 p.m. to 9:00 p.m.; Emily Thompson d. Request to Use Gazebo and Fountain Area and Close Gradle Drive for Public Safety Day; October 6, 2001 from 9:30 a.m. to 2:30 p.m.; Bruce Knott, Public Education Officer for Carmel Fire Department 6. OTHER a. Easement Agreement with John T. and Mary J. Snyder; John Duffy, Director of Department of Utilities Request for Change Order No. 1 and to Approve Change Orders Up to Maximum of $75,000.00; Cannel Drive Streetscape Project; Change Order No. 1 - $32,693.75; Kate Weese, P.E., City Engineer Request for Commercial Curb Cut; First Indiana Bank - Merchants' Square; Two (2) on Merchants' Square Drive and One (1) on AAA Way; David Huffman, CSO Engineers f. g. h. Request for Consent to Encroach; Residential Deck Encroachment; Lot No. 5, Louis F. Keen Manor Subdivision; Edor Voznyuk and Tatyana Semenova of 651 Helen Court Request for Consent to Encroach; Residential Driveway Encroachment; Lot No. 128, Moffitt Farm at Prairie View, Section 3A; Julie Collis of 229 Aspen Way in Noblesville Request for Right-of-Entry; Carmel Drive Streetscape Project; Burger King Parcel; Kate Weese, P.E., City Engineer Request to Place Sign in Right-of-Way; Ace Hardware Sign; (Rangeline Road Right- of-Way); Kate Weese, P.E., City Engineer Request for Vacation of Right-of-Way; Partial Vacation of Public Right-of-Way; (Keystone Way/Keystone Way East Intersection); Merchants' Square; James E. Shinaver, Nelson & Frankenberger Request for Water Reimbursement Agreement with Centex Homes; Reimbursement for Oversizing Water Mains in Stone Haven at Haverstick, Section 6; Rodney Mullet, Centex Homes Resolution No. BPW-06-06-01-01; A Resolution of the Board of Public Works and Safety of the City of Cannel, Indiana, Accepting Cool Creek Noah Barrett Law Project, Approving Assessments and Board Determinations and Filing Certified Assessment Roll and Attachment; Remonstrance Letter from Shawn and Debra Flanagan; Douglas C. Haney, City Attomey Resolution No. BPW-06-06-01-07; A Resolution Establishing Policy for Extension of City Water and Sewer Service to Unincorporated Subdivisions; Douglas C. Haney, City Attomey Uniform Conflict of Interest Disclosure Statement submitted by James E. Blanchard; Clerk-Treasurer, Diana Cordray 7./~kDJO(IRI~I/VtEHT CITY OF CARMEL BOARD OF PUBLIC WORKS MINUTES WEDNESDAY, JUNE 6, 2001 - 10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Members Billy Walker and Mary Ann Burke; Clerk-Treasurer Diana Cordray and Deputy Clerk-Treasurer Carrie Gallagher. Board Member Walker called the meeting to order at 10:04 a.m. APPROVAL OF MINUTES: Board Member Walker moved to approve the Minutes from the May 16, 2001 Regular Meeting. Board Member Burke seconded. The Minutes were approved 2-0. Mayor Bralnard was not yet present for this vote. Board Member Walker moved to table the Minutes from the May 23, 2001 Special Meeting until Mayor Brainard is present. Board Member Walker was absent from the Special Meeting and is, therefore, not able to vote on this item. Board Member Burke seconded the motion to table. The Minutes from May 23, 2001 Special Meeting were tabled 2-0. BID / QUALIFICATION OPENINGS ] AWARDS: Bid Opening for Carmel Pro/ect No. 00-02, Carreel Sidewalk Committee Sidewalk Improvements Project; Board Member Walker read aloud the bids received for the Sidewalk Improvements Bid as follows: Bidder Calumet Asphalt Paving Co., Inc. Rieth-Riley Base Bid $ 82,747.20 $132,214.00 Board Member Walker gave the bids to Kate Weese, City Engineer, to review and report back to the Board with a recommendation. Bid Opening for Carreel Proiect No. 00-05, Street Lightinl~ Addition in Cricklewood Subdivision; Board Member Walker read aloud the bid received for the Street Lighting Bid as follows: Bidder Base Bid Trans Tech Electric $18,156.75 Board Member Walker gave the bid to Kate Weese, City Engineer, to review and report back to the Board with a recommendation. Mayor Brainard entered the meeting at 10:09 a.m. Bid Ooenin~ for Pumper/Ladder; Mayor Brainard read aloud the bids received for the Pumper/Ladder Bid as follows: Bidder Hoosier Fire Equipment Stoops Freightliner/American LaFrance Base Bid $694,870.00 $673,384.00 Mayor Brainard gave the bids to Assistant Chief Jace Platt, Carmel Fire Department, to review and report back to the Board with a recommendation. Mayor Brainard returned to Item No. la, the Special Meeting of May 23, 2001 and moved to approve the Minutes. Board Member Burke seconded. Board Member Walker moved to amend the Minutes to reflect that he was no__!t absent from such meeting. Board Member Burke seconded. The Minutes, as amen&d, were approved 3-0. PERFORMANCE !t~l-EASES: Mayor Brainard moved to approve the following Performance Bond Release Resolutions: a. Resolution No. BPW-06-06-01-02; Prairie View Subdivision; Release of Irrevocable Letters of Credit for Replacement with Performance Bonds; Jose Kreutz, Brenwiek b. Resolution No. BPW-06-06-01-03; Spring Creek, Section 3; Interior Sidewalks; John Edwards, Langston Development Company c. Resolution No. BPW-06-06-01-04; Worthington Estates, Section 1/2; Sidewalks; John Edwards, Langston Development Company d. Resolution No. BPW-06-06-01-05; The Overture, Section 2; Curbs, Water Mains and Sanitary Sewers; John Talbot, Estridge Development Company e. Resolution No. BPW-06-06-01-06; The Overture, Section 2; Storm Sewers/Storm Drainage; John Talbot, Estridge Development Company Board Member Burke seconded the motion to approve. The Resolution was approved 3-0. CONTRACTS: Rider to Professional Services A~reement with Curtis L. Coonrod, CPA. P.C.; (Accounting Services for City); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. A~reement for Purchase of Goods and Services with Engineered Flooring, Inc.; (Station No. 43 Kitchen); Mayor Brainard moved to approve the Agreement. Board Member Walker seconded. The Agreement was approved 3-0. Agreement for Purchase of Goods and Services with Fibrebond Corporation; (Repairs and Maintenance to Tower Site Building); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Agreement for Purchase of Goods and Services with Charles R. Glesine. Jr.; (Apparatus Cost Analysis); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Agreement for Purchase of Goods and Services with Mathes Solutions; (Large Document Format for Conversion); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Rider to Goods and Services Agreement with Minolta Business Services; (Copier Lease for Administration Department); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Rider to Goods and Services Agreement with Minolta Business Services; (Copier Lease for Engineering Department); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Agreement for Special Counsel Services with John Molitor; (Legal Services for City); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Agreement for Professional Services with The OMNI Centre for Public Media, Inc.; (Video Production); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Agreement for Purchase of Goods and Services with Real Mechanical, Inc.; (Preventive Maintenance for Station Nos. 41, 42, 43 and 44 Furnaces); Mayor Brainard moved to approve the Agreement. Board Member Burke seconded. The Agreement was approved 3-0. Rider to Professional Services Agreement with Simon and Company; (City Plan and Strategy Assistance); Mayor Brainard moved to approve the Agreement. Board Member Walker seconded. The Agreement was approved 3-0. REQUEST TO USE CITY PROPERTY/CLOSE STREET: Mayor Brainard moved to approve the following Requests: Request to Use Gazebo and Fountain Area for Wedding; Sunday, July 15, 2001 from 12:00 noon to 6:30 p.m.; Tammy Rice and Lany Moseley Request to Use Gazebo for Cannel Hip. Ix School Cheer Club Kick-Off Picnic; Tuesday, July 17, 2001 from 5:30 p.m. to 9:00 p.m.; Katherine Henke, President ReGuest to Use Gazebo for Violin and Viola Recital; Friday, August 17, 2001 from 6:00 p.m. to 9:00 p.m.; Emily Thompson Request to Use Gazebo and Fountain Area and Close Gradle Drive for Public Safety Day; October 6, 2001 from 9:30 a.m. to 2:30 v.m.; Bruce Knott, Public Education Officer for Carmel Fire Department Board Member Burke seconded the motion to approve. The Requests were approved 3-0. OTHER: Easement A~reement with John T. and Man2 J. Snyder; Mayor Brainard moved to approve the Easement Agreement. Board Member Burke seconded. The Easement was approved 3-0. Request for Chan~e Order No. 1 and to Approve Chan~e Orders Uv to Maximum of $75,000.00; Carmel Drive Streetscape Project; Change Order No. 1 - $32,693.75; Mayor Brainard moved to approve the Change Order and Request to authorize Kate Weese, City Engineer, to automatically approve any change order up to the amount of $75,000.00. Board Member Burke seconded. The Change Order and Request was approved 3-0. Request for Commercial Curb Cut; First Indiana Bank - Merchants' Square; Two (2) on Merchants' S~luare Drive and One (1) on AAA Way; Mayor Brainard moved to approve the Request. Board Member Walker seconded. The Request was approved 3-0. ReGuest for Consent to Encroach; Residential Deck Encroachment; Lot No. 5, Louis F. Keen Manor Subdivision; Mayor Brainard moved to approve the Request. Board Member Walker seconded. The Request was approved 3-0. Request for Consent to Encroach: Residential Driveway Encroachment; Lot No. 128, Moffitt Farm at Prairie View, Section 3A; Mayor Brainard moved to approve the Request. Board Member Burke seconded. The Request was approved 3-0. Request for Ri~Jat-of-Entry; Carmel Drive Streetscalve Project; Bur~er King Parcel; Mayor Brainard moved to approve the Request. Board Member Burke seconded. The Request was approved 3-0. Reauest to Place Sign in Right-of-Way; Ace Hardware Sign; (Rangeline Road Ri,_,ht-of-Way); Mayor Bralnard moved to approve the Request. Board Member Burke seconded. There was discussion. Mayor Brainard conditioned the approval to be based on all conditions in City Engineer's letter of May 30, 2001. The Request was approved 3-0. Request for Vacation of Rip. ht-of-Way: Partial Vacation of Public Right-of-Way; (Keystone Way/Keystone Way East Intersection); Merchants' Square; Mayor Brainard moved to approve the Request. Board Member Burke seconded. There was discussion. James Shinaver of Nelson & Frankenberger responded to questions. The Request was approved 3-0. Request for Water Reimbursement A~reement with Centex Homes; Reimbursement for Oversizin~ Water Mains in Stone Haven at Haverstick, Section 6; Mayor Brainard moved to approve the Request. Board Member Burke seconded. The Request was approved 3-0. Resolution No. BPW-06-06-01-01; A Resolution of the Board of Public Works and Safety of the City of Cannel, Indiana, Acceptin~ Cool Creek Noah Barrett Law Project, Apvrovin~ Assessments and Board Determinations and Filin~ Certified Assessment Roll; Mayor Brainard moved to table the Resolution until 10:30 a.m. per the notice of public heating. Board Member Burke seconded. The Resolution was tabled 3-0. Resolution No. BPW-06-06-01-07; A Resolution Establishin~ Policy for Extension of City Water and Sewer Service to Unincorporated Subdivisions; Mayor Brainard moved to approve the Resolution. Board Member Burke seconded. There was discussion. John Duffy, Director of the Department of Utilities, responded to questions by the Board. Resolution No. BPW-06-06-01-07 was approved 3-0. Uniform Conflict of Interest Disclosure Statement submitted by James E. Blanchard; Mayor Brainard commented that Mr. Blanchard is an employee of the City and is building a new home for his family; however, he does not hold any contracts for service with the City so there is not a conflict of interest. Board Member Walker moved not to accept Mr. Blanchard's Conflict of Interest Statement as such, but will keep the item on file as a matter of caution. Mayor Brainard seconded the motion. The Conflict of Interest Statement submitted by James Blanchard was not accepted and/or acknowledged as such, but will be kept on file as a matter of record by a vote of 3-0. At 10:31 a.m.: Mayor Brainard returned to Item No. 6j, Resolution No. BPW-06-06-OI-O1 and presented the matter together with an overview concerning the purpose of the Resolution. Mayor Brainard read aloud a statement, a copy of which is attached to the original Minutes of this meeting as Exhibit "A ", then opened the matter for Public Hearing at 10:44 a.m. Seeing no one who wished to speak the Public Hearing was closed at 10:44 a.m. Douglas C Haney, City Attorney, acknowledged the receipt of three (3) letters of remonstrance from the following persons: Shawn and Debra Flanagan, David and Shannon Minnaar and Jerzy Paprocki. Mr. Haney then presented an amended Resolution to the Board for approval. Mayor Brainard moved to approve the amended Resolution as written. Board Member Burke seconded. Resolution No. BPW-06-06-Oi-O1 was approved 3-0. ADJOURNMENT: Mayor Brainard moved to adjoum. Board Member Burke seconded. The meeting was adjourned at 10:49 a.m. by a vote of 3-0. Mayor Brainard moved to re-open the meeting at the request of Kate Weese, City Engineer, in order to return to Item Nos. 2a and 2b. Board Member Burke seconded. The meeting was re- opened at 10:50 a.m. by a vote of 3-O. Item No. 2a: Carmel Project No. 00-02, Carreel Sidewalk Committee Sidewalk Improvements Project; Kate Weese, City Engineer, recommended that Calumet Asphalt Paving Co., Inc. be awarded the bid as the lowest, most responsive bidder at $82,747.20, plus the alternate amount of $10,972.00 for a total bid amount of $93,719.20. Mayor Brainard moved to approve the bid award. Board Member Burke seconded. The bid was awarded to Calumet Asphalt Paving Co., Inc. by a vote of 3-O. Item No. 2b: Carreel Project No. 00-05, Street Li~htin~ Addition in Cricklewood Subdivision; Kate Weese, City Engineer, advised that the only bid received on this project was still significantly higher than the engineer's estimate and,' therefore, recommended that this bid be rejected. Mayor Brainard moved to reject the bid. Board Member Walker seconded. The bid was rejected by a vote of 3-O. Mayor Brainard moved to adjourn. Board Member Burke seconded. The meeting was adjourned at 10:53 a.m. Respectfully submitted, Clerk~Treasurer Approved, ATTEST: Clerk-Treasurer 6/06;01 BPW Minutes