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Home My WebLink AboutBPW-11-05-03 SPECIALCity of Carmel Office of the Clerk. Treasurer MEETING NOTICE CARMEL BOARD OF PUBLIC WORKS WEDNESDAY, NOVEMBER 5, 2003 AT 10:00 A.M. COUNCIL CHAMBERS CARMEL CITY HALL ONE CIVIC SQUARE NOTICE IS HEREBY GIVEN THAT THE CITY OF CARMEL BOARD OF PUBLIC WORKS WILL MEET ON WEDNESDAY~ NOVEMBER 5, 2003, AT 10:00 A.M. IN THE COUNCIL CHAMBERS, CITY HALL, ONE CIVIC SQUARE. THE PURPOSE OF THE MEETING IS CITY BUSINESS. ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/57D2414 City ot Carmel Office of the Clerk-Treasurer BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, November 5, 2003 - 10:00 A.M. COUNCIL CHAMBERS / CITY ~IALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER 1. APPROVAL OF MINUTES a. Minutes from October 15, 2003 Regular Meeting 2. BID OPENINGS AND AWARDS a. Bid Award for the Rock Salt (2003-2004); Cargill ($ 41.52/ton); John Duffy, Director of the Department of Utilities 3. PERFORMANCE RELEASES a. Resolution No. BPW- 11-05-03-02; Plum Creek Farms, Section 3; Streets; Chris Werth, Plum Creek Development b. Resolution No. BPW- 11-05-03-03; Plum Creek Farms, Section 4; Streets; Chris Werth, Plum Creek Development c. Resolution No. BPW- ll-05-03-04;Plum Creek Farms, Section 5; Streets; Chris Werth, Plum Creek Development d. Resolution No. BPW- 11-05-03-05; Plum Creek Farms, Section 6; Chris Werth, Plum Creek Development e. Resolution No. BPW- 11-05-03-06; Plum Creek Farms, Section 1; Interior Sidewalks; Chris Werth, Plum Creek Development f. Resolution No. BPW- 11-05-03-07; Plum Creek Farms, Section 5; Sidewalks; Streets; Chris Werth, Plum Creek Development g. Resolution No. BPW-I1-05-03-08; Fairgreen Trace, Phase II, Streets, Curbs & Gutters, Water Mains, Sanitary Sewers; David White, Beazer Homes h. Resolution No. BPW-11-05-03-09; Woodfield, Section 5; Sidewalks; Edwards, Langston Development i. Resolution No. BPW-ll-05-03-10; Edwards, Langston Development j. Resolution No. BPW-11-05-03-11; Edwards, Langston Development ONE CIVIC SQUARE John Woodfield, Section 7A; Sidewalks; John Woodfield, Section 7B; Sidewalks; John CARMEL, INDIANA 46032 317/571-2414 o k. Resolution No. BPW-I1-05-03-12; North Haven; Multi-use Path in R.O.W; Gina Johnson, C.P. Morgan CONTRACTS a. Request for Purchase of Goods and Services; Change Order g2 - 136th Street Booster Pump Station; MK Betts Engineering; John Duffy, Director of the Department of Utilities b. Request for Purchase of Goods and Services; Silly Safari Show, Inc.; Sherry Mielke, Mayor's Assistant c. Request for Purchase of Goods and Services; Engagement Letter for Special Council Services; Barnes and Thornburg; Douglas Haney, City Attorney d. Request for Purchase of Goods and Services; JaniKing of Indianapolis; Marvin Stewart, Director of Communications Center e. Request for Purchase of Goods and Services; Olympus Technologies, Inc.; John Duffy, Director of the Department of Utilities REQUEST TO USE CITY PROPERTY/FACILITIES a. Request to Use Gazebo and Common Areas; May 23, 2004 7:00 a.m. to 7:00 p.m.; Drug Free Rally; John Etter, Carmel Police Department b. Request to Use the Gazebo and Common Areas; Saturday, May 1, 2004; Wedding; Kerri Smith c. Request to Close Street; November 22, 2003 from 2:30 p.m. to 8:00 p.m. for Holiday on the Square; Gradle Drive between Rangeline Road and 3rtl Avenue; Sherry Mielke; Mayor's Assistant d. Request to use Caucus Room (All); Wednesday, November 12, 2003; Framers Market Wrap Up Meeting; Connie Wiggam OTHER a. Resolution BPW-11-05-03-01; Employee Health Benefit Plan; Barb Lamb, Director of Human Resources b. Resolution BPW-ll-05-03-13; A Resolution of the Board of Public Warks and Safety of the City of Carmel, Indiana, Approving a Petition for the Voluntary Annexation of Certain Land by the City of Carmel, Indiana. Dave Arrenson, Baker & Daniels (Note to Board Members: this Resolution came before the Board on July 16, 2003. It was approved and signed on that date. Evidently, there has been additional properties added to the original annexation, therefore Mr. Arrenson has requested that a new Resolution be approved and sign.) c. Request for Interlocal Agreement; City of Carmel and Hamilton County; Firewall Platforms; Terry Crockett, Director, Information Systems d. Consent to Encroach; Lakes at Hazel Dell, Section 10; 6001 Summerbrook Court, Irrigation System; Drees Homes; Brett Wilson, Dress Premier Homes e. Consent to Encroach; Westpark at Springmill, Section 2; Trees in Meridian Corners Blvd. Right of Way; Tom R. Miller, 342 Fleetwood Court f. Consent to Encroach; Lakes at Hazel Dell, Section 11; Retaining walls, Fence, Irrigation System and Landscaping; Richard F and Bonnie L Bing, 12488 Autumn Gate Way g. Consent to Encroach; Bayhill at Waterstone, Section 6; Irrigation System; Jimmie H and Tamara L Brantley, 12584 Sandstone Run h. Consent to Encroach; Brookshire Village, Section 3B; Retaining Wall, Drainage Swale, Gravel Path and Landscaping; Roger A and Rosemary Johnson, 4716 Bentley Drive i. Consent to Encroach; Foster Ridge Homeowner's Association; Sign, Lighting and Landscaping; Mary Ann Putts, Foster Ridge Homeowner's Association j. Consent to Encroach; Woodfield Homeowner's Association; Water and Electric Service Lines, Pole Lamp, Low Voltage Lighting, Landscaping, Stamped Concrete; Robert Christianson, Woodfietd Homeowner's Association k. Consent to Encroach; Chapman's Claim at Prairie View, Section 1; Landscaping; Omer J and Karen M Stocker, 5942 McKinges Circle 1. Request for Median Cut; 14138 Hazel Dell Parkway; Steve Hinshaw m. Request for Additional Curb Cut at 75 Wood Acre Drive; Marshall Andich 5. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING Minutes WEDNESDAY, November 5, 2003 - 10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor James Brainard; Board Member Lori Watson; Board Member Mary Ann Burke; Deputy Clerk-Treasurer, Sandra Johnson Mayor Brainard called the meeting to order at 10:00 a.m. MINUTES Minutes from October 15, 2003 Regular Meeting were approved 3- 0. BID OPENINGS/AWARDS Bid Award for Rock Salt (2003-2004); Cargill ($41.52/ton); Mayor James Brainard moved to approve, Board Member Burke seconded. Request approved 3 - 0. PERFORMANCE RELEASES Resolution No. BPW- 11-05-03-02; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-03: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-04; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-05[ Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-06[ Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-07[ Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-08[ Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-09~ Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-i0~ Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-111 Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution No. BPW- 11-05-03-12; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. CONTRACTS Request for Purchases of Goods and Services: Change Order #2 M.K. Betts: Mayor Brainard moved to bring from the table; Board Member Burke seconded. Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Purchases of Goods and Services; Silly Safari; Mayor Brainard moved to approved. Board Member Burke seconded. Request approved 3 - 0. Request for Purchases of Goods and Services; Barnes and Thornburg; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Purchases of Goods and Services; JaniKing of Indianapolis; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Purchases of Goods and Services: Olympus Technologies, Inc.(Bid Award): John Duffy, Director of the Utility Department presented a letter of review from Barnes and Thomburg which is to be included in the minutes. Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. REQUEST TO USE CITY PROPERTY/FACILITIES Request to Use the Gazebo and Common Areas; May 23, 2004:7:00 a.m. - 7:00 p.m.: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request to Use the Gazebo and Common Areas; Saturday, May 1, 2004; 8:00 a.m. - 8:00 p.m.; Mayor James Brainard moved to approve, Board Member Burke seconded. Request approved 3 Request to Use Close Street; Saturday. November 22, 2003; Holiday on the Square; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request to Use Caucus Room (2/3); Wednesday, November 12, 2003; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. OTHER Resolution BPW-11-05-03-Oi: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Resolution BPW-11-05-03-13; Dave A~censon spoke regarding the proposed Voluntary Annexation. Mayor Brainard moved to table the item. Board Member Burke seconded. Request tabled 3 - 0. Request for Consent to Encroach, 6001 Summerbrook Court; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Consent to Encroach; Westpark at Springmdl, Section 2; Kate Weese, City Engineer gave a brief explana6on of the Request. Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Consent to Encroach, Lakes at Hazel Dell, Section 11; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Consent to Encroach, Bavhdl at Waterstone, Section 6; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Consent to Encroach, Brookshire Village Section 3B; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request for Consent to Encroach, Foster Ridge; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request £or Consent to Encroach, Woodfield; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request [or Consent to Encroach, Chapman's Claim at Prairie View, Section 1; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. Request [or Median Curb Cut; J4138 Hagel Dell Parkway; Kate Weese, City Engineer received a call from the homeowner requesting this be removed from the agenda. Request removed. Request [or Additional Curb Cut at 75 Wood Acre Drive; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. ADD ON: Request for Purchases of Goods and Services; Bose McKinne¥ & Evans; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3 - 0. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:25 a.m. ~D~a L C dr y IAMC!/ na or a , Clerk-Treasurer ATTEST: / , iana L. Cordray, IAMC ~CClerk-Treasurer Approved, , I~yor James Brainard BARNES &THORNBURG Nicholas K. Kile (317) 231-7768 Email: nkile@btlaw.com 11 South Meridian Street Indianapolis, indiana 46204 U.S.A. (317) 236-1313 Fax (317) 231-7433 http://www.btlaw.com October 21, 2003 Mr. John Dully Utilities Manager City of Carmel One Civic Square Carmel, Indiana 46032 Dear John: At your request I have reviewed the Anaerobic Digester Mixers Request for Proposal Specifications dated March, 2003, Resolution No. BPW-04-02-03-01, and correspondence from Jones & Henry Engineers, Ltd. to Mr. Ed Wolfe dated October 1, 2003 with attached proposal evaluations. I am enclosing herewith a copy of my letter to you dated July 22, 2003 along with its enclosure, a letter to you dated August 16, 1999. It appears that the City has followed precisely the same process in its request for proposals for the Anaerobic Digester Mixers as it did for the Ultraviolet Disinfection Equipment which was the subject of my July 22 letter. For the reasons explained in my July 22 letter and subject to qualifications stated therein, it is my belief that the City may proceed to select the proposal recommended by Jones & Henry. For purposes of future uses of this procedure, I would like to call to your attention an item that I would prefer be clarified. As indicated in the July 22 letter, there are four things that must be included in the Request for Proposal, one of which is a statement concerning whether the proposal must be accompanied by a certified check or other evidence of financial responsibility: As was true with the Ultraviolet Disinfection Request for Proposals, the Anaerobic Digester Mixers Request for Proposal includes a statement in the advertisement that a financial statement should be submitted. This is the only statement in the request for proposal which allegedly satisfy this requirement. I would prefer to see a more concrete statement in the request for proposal itself in the future with respect to whether the proposal must be accompanied by a certified check or other evidence of financial responsibility. As indicated, I believe the request for proposal satisfies this requirement as written; nevertheless, more clarity would be advisable with respect to future matters. Indianapolis Fort Wayne South Bend Elkhart Chicago Washington~ D. C. Mr. John Duffy October 21, 2003 Page 2 Should you have any questions, please do not hesitate to ask. Sincerely,/ NKK:mw Encl. INDS01NKK621420vl BARNES &THORNBURG