HomeMy WebLinkAboutBPW Minutes 01.18.23 Board of Public Works and Safety Meeting 1
Minutes 2
Wednesday, January 18, 2023 – 10:00 a.m. 3
Council Chambers City Hall, One Civic Square 4
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MEETING CALLED TO ORDER 6 7
Board Member Mary Ann Burke called the meeting to order at 10:03 AM 8
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MEMBERS PRESENT 10
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Board Members Lori Watson, Mary Ann Burke, and Deputy Clerk Holly Harmeyer were present. 12
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MINUTES 14
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Minutes from the January 4, 2023 Regular Meeting. Board Member Burke moved to approve. Board Member 16
Watson seconded. Request approved 2-0. 17
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BID/QUOTE OPENINGS AND AWARDS 19
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Bid Opening for Gray Road Multi-Use Path Project #16-ENG-97A 21
Board Member Watson opened the bids and Board Member Burke read them aloud: 22
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Contractor Bid 24
Globe Asphalt Paving $801,514.60 25
Morphey Construction, Inc. $940,000.00 26
ENV Paving, LLC $886,629.00 27
Calumet $928,000.00 28
United Construction Services, LLC $705,000.00 29
Monroe, LLC $649,940.00 30
Midwest Paving $736,927.50 31
Yardberry Landscape Excavating Company $836,649.80 32
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Bid Award for Water Distribution Building Roof Replacement 34
John Duffy, Director of the Department of Utilities, recommended awarding the bid to Storm Warrior Roofing 35
and Restoration, LLC as they were the lowest, responsive bidder. Board Member Burke moved to award the bid 36
to Storm Warrior Roofing and Restoration, Inc. in the amount of $264,870.00. 37
Board Member Burke moved to approve. Board Member Watson seconded. Bid Award approved 2-0. 38
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CONTRACTS 40
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Request for Purchase of Goods and Services; Candy Martin; ($3,600.00); Advisor for the Carmel Mayor’s Youth 42
Council; Additional Services Amendment 43
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 44
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Request for Purchase of Goods and Services; CC&T Construction; ($14,713.80); 22-STR-10 Concrete Panels; 46
CO #1 47
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 48
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DocuSign Envelope ID: DA831258-B752-4D2A-A665-0FAD844E92A8
Request for Purchase of Goods and Services; Yardberry Landscape Company; ($3,000.00); 22-STR-09 Gray 50
Road Site Prep; Dispersion of Millings; CO #1 51
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 52
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Request for Purchase of Goods and Services; CrossRoad Engineers, P.C.; ($1,150,000.00); 22-ENG-99 2022 54
Bond Program Management; Professional Services Agreement 6/1/22; Additional Services Amendment #7 55
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 56
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Request for Purchase of Goods and Services; CrossRoad Engineers, P.C.; ($261,000.00); 20-ENG-13 Veterans 58
Way - City Center to Walnut and Duke Distribution Relocation Plans – Supplemental; Additional Services 59
Amendment #4 60
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 61
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Request for Purchase of Goods and Services; ECONorthwest; ($65,000.00); Market Study 63
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 64
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Request for Purchase of Goods and Services; Haas, Inc; ($5,830.50); Cloud Renewal - R2V Subscription - AVL 66
Integration; Additional Services Amendment 67
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 68
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Request for Purchase of Goods and Services; Hoosier Fire Equipment, Inc.; ($26,495.00); Bullard Cameras; 70
Additional Services Amendment 71
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 72
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Request for Purchase of Goods and Services; Kentwood Office Furniture, Inc.; ($354,319.36); Administrative 74
Furniture and EMS Shelving 75
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 76
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Request for Purchase of Goods and Services; Old Town on the Monon; ($5,580.00); Garage Rental for Event 78
Storage; Additional Services Amendment 79
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 80
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Request for Purchase of Goods and Services; Paul I. Cripe; ($11,543.00); Feasibility Study/Programming for 82
Expansion of Existing Maintenance Shop Break Area; Additional Services Amendment 83
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 84
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Resolution BPW 01-18-23-21; A Resolution of the City of Carmel Board of Public Works and Safety 86
Acknowledging Agreement Between City and Vendor; Pitney Bowes; ($7,344.00); Postage Meter 48 Month 87
Lease. 88
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 89
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Resolution BPW 01-18-23-24; A Resolution of the City of Carmel Board of Public Works and Safety 91
Acknowledging Agreement Between City and Vendor; Toshiba American Business Solutions; ($8,014.08); 48 92
Month Lease Purchase Agreement. 93
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 94
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Request for Purchase of Goods and Services; Signal Construction, Inc.; ($161,975.00); Contractor Services 96
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 97
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Request for Purchase of Goods and Services; Stephan Koch; ($1,600.00); Performance Agreement - Festival of 99
Ice 100
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 101
DocuSign Envelope ID: DA831258-B752-4D2A-A665-0FAD844E92A8
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Request for Purchase of Goods and Services; Timothy Levi Tipton; ($500.00); Performance Agreement - Festival 103
of Ice 104
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 105
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Request for Purchase of Goods and Services; Weihe Engineers, Inc.; ($18,400.00); 20-ENG-04 College Avenue 107
96th to 106th Street - Landscape Design; Additional Services Amendment #2 108
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 109
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REQUEST TO USE CITY STREETS/PROPERTY 111
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Acknowledgment of Use of Parking Spaces Near Carter Green; Food Truck for Ice Skaters; East Side of 3rd 113
Avenue next to Carter Green; January 6 - 8, 2023; 4:15 PM - 8:00 PM each day 114
Board Member Burke moved to approve. Board Member Watson seconded. Acknowledgment approved 2-0. 115
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Request to Use Civic Square Gazebo / Lane Restrictions; Easter Egg Hunt for Carmel Fire Department Families: 117
March 4, 2023; 8:00 AM - 12:00 PM 118
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 119
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Request to Use Civic Square Gazebo / Lane Restrictions; Lucky Clover 5K Run/Walk; Packet: Pick-up March 18, 121
2023, 1:00 PM - 4:00 PM; Event: March 19, 2023, 6:00 AM - 12:00 PM 122
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 123
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Request to Use Carter Green / Parking Spaces; Carmel Pride Festival; June 25, 2023; 10:00 AM – 11:00 PM 125
Board Member Burke moved to approve. Board Member Watson seconded. In discussion, Board Member Watson 126
moved to amend the request that approval is contingent upon working with various City departments to assure 127
the event is appropriate for every audience. Board Member Burke seconded. Amendment approved (2-0). Board 128
Member Watson moved to table the event. Board Member Burke seconded. Request tabled (2-0). 129
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OTHER 131
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Resolution BPW 01-18-23-01; A Resolution of the City of Carmel Board of Public Works and Safety 133
Acknowledging Agreement Between City and Vendor; ReliaStar Life Insurance Company; Administration 134
Agreement for City of Carmel Employee Life Insurance Benefit Plan 135
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 136
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Resolution BPW 01-18-23-02; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 138
Grant; ($170,880.00); Actors Theatre of Indiana, Inc. 139
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 140
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Resolution BPW 01-18-23-03; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 142
Grant; ($3,560.00); The Bigger Picture Film Group 143
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 144
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Resolution BPW 01-18-23-04; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 146
Grant; ($149,520.00); Booth Tarkington Civic Theatre Board 147
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 148
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Resolution BPW 01-18-23-05; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 150
Grant; ($2,136.00); The Carmel Arts Council, Inc. 151
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 152
DocuSign Envelope ID: DA831258-B752-4D2A-A665-0FAD844E92A8
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Resolution BPW 01-18-23-06; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 154
Grant; ($3,020.00); Carmel Clay Historical Society 155
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 156
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Resolution BPW 01-18-23-07; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 158
Grant; ($10,680.00); Carmel Community Players, Inc. 159
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 160
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Resolution BPW 01-18-23-08; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 162
Grant; ($18,512.00); Carmel Klavier, Inc. 163
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 164
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Resolution BPW 01-18-23-09; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 166
Grant; ($3,560.00); Carmel Repertory Theatre, Inc. 167
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 168
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Resolution BPW 01-18-23-10; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 170
Grant; ($195,800.00); Carmel Symphony Orchestra, Inc. 171
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 172
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Resolution BPW 01-18-23-11; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 174
Grant; ($10,680.00); Central Indiana Dance Ensemble 175
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 176
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Resolution BPW 01-18-23-12; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 178
Grant; ($56,960.00); Gregory Hancock Dance Theatre 179
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 180
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Resolution BPW 01-18-23-13; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 182
Grant; ($28,480.00); Indiana Artisan Board 183
Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 184
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Resolution BPW 01-18-23-14; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 186
Grant; ($2,492.00); Indiana Association of Chinese Americans Board Member 187
Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 188
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Resolution BPW 01-18-23-15; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 190
Grant; ($17,800.00); Indiana Ballet Conservatory 191
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 192
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Resolution BPW 01-18-23-16; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 194
Grant; ($28,480.00); Indiana Wind Symphony 195
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 196
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Resolution BPW 01-18-23-17; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 198
Grant; ($7,120.00); International Talent Academy 199
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 200
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Resolution BPW 01-18-23-18; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 202
Grant; ($1,424.00); M3 Theatre Camp 203
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 204
DocuSign Envelope ID: DA831258-B752-4D2A-A665-0FAD844E92A8
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Resolution BPW 01-18-23-19; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 206
Grant; ($3,560.00); Museum of Miniature Houses and Other Collections Inc. 207
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 208
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Resolution BPW 01-18-23-20; A Resolution of the City of Carmel Board of Public Works Acknowledging Arts 210
Grant; ($64,080.00); The Cat, Ltd. 211
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 212
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Resolution BPW 01-18-23-22; A Resolution of the City of Carmel Board of Public Works and Safety 214
Acknowledging Agreement Between City and Vendor; CBIZ Benefits & Insurance Services, Inc; Administration 215
Services Agreement 216
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 217
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Resolution BPW 01-18-23-23; A Resolution of the City of Carmel Board of Public Works and Safety 219
Acknowledging Agreement Between City and Vendor; Actuarial Services & Support, LLC; Annual Accounting 220
Valuation and Reporting Services - Engagement 221
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 222
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Resolution BPW 01-18-23-25; A Resolution of the City of Carmel Board of Public Works and Safety Providing 224
Local Office Holder Leave for Firefighters and Police Officers 225
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 226
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Request for Trail Encroachment Agreement; Duke Energy Indiana, LLC; City Center Monon Greenway 228
Improvements 229
Board Member Burke moved to approve based on all conditions by the City engineer being met. Board Member 230
Watson seconded. Request approved 2-0. 231
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Request for Curb Cut; 14589 Autumn Wood Drive 233
Board Member Burke moved to approve based on all conditions by the City engineer being met. Board Member 234
Watson seconded. Request approved 2-0. 235
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Request for Consent to Encroach and Variance; 799 Spruce Drive 237
Board Member Burke moved to approve based on all conditions by the City engineer being met. Board Member 238
Watson seconded. Request approved 2-0. 239
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Request for Stormwater Technical Standards Waiver; 2915 E Smoky Row 241
Board Member Burke moved to approve based on all conditions by the City engineer being met. Board Member 242
Watson seconded. Request approved 2-0. 243
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Request to Amend Agreement; Amendment to the Funding Agreement between the Indiana Department of 245
Environmental Management and the City of Carmel, Indiana; Agreement Number VWL2-005 246
Board Member Burke moved to approve the amendment. Board Member Watson seconded. Ammendment 247
approved 2-0. 248
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ADD-ONS 251
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Board Member Burke moved to add four add-on items to the agenda. Board Member Watson seconded. Adding of 253
items approved 2-0. 254
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DocuSign Envelope ID: DA831258-B752-4D2A-A665-0FAD844E92A8
Request for Purchase of Goods and Services 257
Sexson Mechanical Company, LLC; ($42,009.00); Preventative Maintenance and Emergency Maintenance of the 258
Carmel Energy Center 259
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. 260
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Resolution BPW 01-18-23-26 262
Resolution approving the Lease with Clay Township for a portion of Hensel Government Center for IT 263
Department administrative offices. 264
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 265
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Lease with the Clay Township Building 267
Referenced in Resolution BPW 01-18-23-26 268
Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 2-0. 269
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Bid Award for Clay Township Center Addition 271
Sergey Grechukhin, Department of Law, recommended awarding the bid to Powers & Sons Construction Co., 272
as they were the lowest, responsive bidder. Board Member Burke moved to award the bid to Storm Warrior 273
Roofing and Restoration, Inc. in the amount of $1,329,000.00. 274
Board Member Burke moved to approve. Board Member Watson seconded. Bid Award approved 2-0. 275
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ADJOURNMENT 277
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Board Member Mary Ann Burke adjourned the meeting at 10:14 a.m. 279
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APPROVED: ____________________________________ 285
Sue Wolfgang – City Clerk 286
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_____________________________________ 290
Mayor James Brainard 291
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ATTEST: 294
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__________________________________ 296
Sue Wolfgang – City Clerk 297
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DocuSign Envelope ID: DA831258-B752-4D2A-A665-0FAD844E92A8