HomeMy WebLinkAboutBPW Minutes 12.06.23Board of Public Works and Safety Meeting
Minutes
Wednesday, December 6, 2023 – 10:00 a.m.
Council Chambers City Hall, One Civic Square
MEETING CALLED TO ORDER
Mayor James Brainard called the meeting to order at 10:01 AM.
MEMBERS PRESENT
Mayor James Brainard, Board Members Mary Ann Burke and Lori Watson, and Deputy Clerks Jessica
Komp and Jessica Dieckman were present.
MINUTES
Minutes from the November 15, 2023 Regular Meeting. Board Member Burke move to approve. Board
Member Watson seconded. Minutes were approved 3-0.
BID OPENING AND AWARD
Request for Proposal Opening for Renewable Natural Gas Conversion
Lori Watson opened the proposals and Mayor Brainard read them aloud. Due to the complicated
nature of these proposals, a specific price could not be announced without thorough review:
Contractors
Kinder Morgan
GRP Wegman
Bid Award for 23-STR-09 Tarkington Lighting
Crystal Edmonson, Operations Manager of Carmel Street Department, recommended awarding the
bid to Barth Electric Co., Inc., as the lowest, most responsive bidder, in the amount of $703,038.00.
Board Member Burke moved to approve. Board Member Watson seconded. Award approved 3-0.
Quote Award for 23-STR-11 Asphalt Repairs
Crystal Edmonson, Operations Manager of Carmel Street Department, recommended awarding the
quote to Howard Asphalt, LLC, as the only bidder, who was also responsive, in the amount of
$137,175.00. Board Member Burke moved to approve. Board Member Watson seconded. Award
approved 3-0.
CONTRACTS
Resolution BPW 11-01-23-03; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Pedcor Community Development Corporation - Penn One Eleven; ($4,706,248.00) – TABLED ON
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11/1/23. Board Member Burke moved to remove from table. Member Watson seconded. Motion to
remove from table approved 3-0. Board Member Burke moved to approve the resolution. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Resolution
approved 3-0.
Resolution BPW 11-15-23-04; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
KRG Hamilton Crossing, LLC – Hamilton Crossing; ($4,882.00 per unit) – TABLED ON 11/15/23.
Board Member Burke moved to remove from table. Member Watson seconded. Motion to remove from
table approved 3-0. Board Member Burke moved to approve the resolution. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Resolution approved 3-0.
Resolution BPW 11-15-23-05; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Buckingham Realty and Development Corporation – Gramercy Carmel Marketplace; ($4,084,508.00)
– TABLED ON 11/15/23. Board Member Burke moved to remove from table. Member Watson
seconded. Motion to remove from table approved 3-0. Board Member Burke moved to approve the
resolution. Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion.
Resolution approved 3-0.
Resolution BPW 11-15-23-06; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Old Town Companies, LLC – Midtown Blocks 4 & 5; ($4,882.00 per unit) – TABLED ON 11/15/23.
Board Member Burke moved to remove from table. Member Watson seconded. Motion to remove from
table approved 3-0. Board Member Burke moved to approve the resolution. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Resolution approved 3-0.
Resolution BPW 11-15-23-07; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
CD Carmel Old Meridian, LLC – Old Meridian Apartments; ($1,391,370.00) – TABLED ON
11/15/23. Board Member Burke moved to remove from table. Member Watson seconded. Motion to
remove from table approved 3-0. Board Member Burke moved to approve the resolution. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Resolution
approved 3-0.
Resolution BPW 12-06-23-07; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Old Town Companies, LLC – Magnolia II; ($704,364.00). Board Member Burke moved to approve.
Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Resolution
approved 3-0.
Resolution BPW 12-06-23-08; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
KG Monon, LLC – Valentina; ($4,882.00 per unit). Board Member Burke moved to approve. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Resolution
approved 3-0.
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Resolution BPW 12-06-23-09; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Edward Rose Development, LLC – ICON on Main; ($1,406,016.00). Board Member Burke moved to
approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion.
Resolution approved 3-0.
Resolution BPW 12-06-23-10; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Village Housing Corporation, LLC – Monon Square South; ($4,882.00 per unit). Board Member Burke
moved to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no
discussion. Resolution approved 3-0.
Resolution BPW 12-06-23-11; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Birkla Investment Group, LLC – Civic Square Condos; ($4,882.00 per unit). Board Member Burke
moved to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no
discussion. Resolution approved 3-0.
Resolution BPW 12-06-23-12; A Resolution Requesting Financing, Construction and Dedication of
Certain Infrastructure or Other Impact Zone Improvements in Lieu of and as a Credit Against the
Payment of Parks and Recreation Impact Fees (“PRIF”) and Approving a PRIF Credit Agreement;
Birkla Investment Group, LLC – South Rangeline; ($4,882.00 per unit). Board Member Burke moved
to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion.
Resolution approved 3-0.
Request for Purchase of Goods and Services; Dinges Partners Group, LLC; ($50,870.00); Attack
Digital Fire Training Panel; Board Member Burke moved to approve. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Resolution 12-06-23-01; Request for Acknowledgement of Contract between City and Vendor;
Meltwater News US Inc; ($16,000.00); Meltwater Engage Profiles, Insights & Social Media;
Additional Services Amendment; Board Member Burke moved to approve. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Resolution approved 3-0.
Resolution 12-06-23-03; Request for Acknowledgement of Contract between City and Vendor;
Aadvanced Limousines, LLC; ($38,154.00); IndyTrolley Holiday Trolley Services; Additional Services
Amendment; Board Member Burke moved to approve. Member Watson seconded. Mayor Brainard
asked for discussion. There was no discussion. Resolution approved 3-0.
Resolution 12-06-23-05; Request for Acknowledgement of Contract between City and Vendor; Arctic
Zone Iceplex, LLC d/b/a Carmel Ice Skadium;($243,896.00); Arctic Zone Ice Rink Services; Additional
Services Amendment; Board Member Burke moved to approve. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Resolution approved 3-0.
Request for Purchase of Goods and Services; HWC Engineering, Inc.; ($84,500.00); Road Work
Improvement; Additional Services Amendment; Board Member Burke moved to approve. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved
3-0.
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Request for Purchase of Goods and Services; Mobycon, Inc.; ($25,000.00); Masterclass Training and
Travel Expenses; Additional Services Amendment; Board Member Burke moved to approve. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved
3-0.
Request for Purchase of Goods and Services; Nearmap US, Inc.; ($96,000.00); Mapping Software
Services & ArcGIS Integration Subscription; Additional Services Amendment; Board Member Burke
moved to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no
discussion. Request approved 3-0.
Request for Purchase of Goods and Services; Vermeer of Indiana, Inc.; ($86,698.99); Chipper
Purchase; Board Member Burke moved to approve. Member Watson seconded. Mayor Brainard asked
for discussion. There was no discussion. Request approved 3-0.
Request for Purchase of Goods and Services; CRE Consulting, LLC; ($17,850.00); 22-ENG-02 116th
Street Path – US 421 to Towne Road; Parcels 16-19, 31-32 Appraisals; Board Member Burke moved
to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion.
Request approved 3-0.
Request for Purchase of Goods and Services; CrossRoad Engineers, P.C.; ($25,000.00); 2022 Bond
Projects ROW Services Supplemental Fee; Additional Services Amendment; Board Member Burke
moved to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no
discussion. Request approved 3-0.
Request for Purchase of Goods and Services; CrossRoad Engineers, P.C.; ($3,750.00); 20-ENG-13
Veterans Way – City Center to Walnut and Duke Dist. Relocation –Supplemental – Booster Pump &
Spray Nozzles; Additional Services Amendment; Board Member Burke moved to approve. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved
3-0.
Request for Purchase of Goods and Services; Specialized Land Services, Inc.; ($12,960.00); Buying
Services; Additional Services Amendment; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Request for Purchase of Goods and Services; GovernmentJobs.com, Inc., d/b/a NEOGov; ($3,250.00);
Professional Services Online Training; Additional Services Amendment; Board Member Burke moved
to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion.
Request approved 3-0.
Request for Purchase of Goods and Services; Pabulum Group, LLC; ($2,400.00); Consulting Services;
Board Member Burke moved to approve. Member Watson seconded. Mayor Brainard asked for
discussion. There was no discussion. Request approved 3-0.
Request for Agreement between City and Business Associate; WellnessIQ; Business Associate
Agreement; Board Member Burke moved to approve. Member Watson seconded. Mayor Brainard
asked for discussion. There was no discussion. Request approved 3-0.
Request for Purchase of Goods and Services; AVI Systems, Inc.; ($76,544.91); AV Repair; Additional
Services Amendment; Board Member Burke moved to approve. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Request approved 3-0.
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Request for Purchase of Goods and Services; Cultivate Geospatial Solutions, LLC; ($45,000.00);
Digital Twin for Monon Trail from Main Street to Elm Street; Additional Services Amendment; Board
Member Burke moved to approve. Member Watson seconded. Mayor Brainard asked for discussion.
There was no discussion. Request approved 3-0.
Request for Purchase of Goods and Services; Cultivate Geospatial Solutions, LLC; ($25,000.00);
GeoHub; Additional Services Amendment; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Resolution 12-06-23-04; Request for Acknowledgement of Contract between City and Vendor; Park
Place Technologies; ($10,652.06); San Nodes/Tape Library ESX Host Maintenance; Board Member
Burke moved to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was
no discussion. Resolution approved 3-0.
Request for Purchase of Goods and Services; Bayliss & Co., LLC; ($2,500.00); Consulting for Public
Art; Additional Services Amendment; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Resolution 12-06-23-06; Request for Acknowledgement of Contract between City and Vendor; C.L.
Coonrod & Co.; Service Agreement 2024; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Resolution approved 3-0.
Acknowledgement of Sister City Agreement between City of Carmel, Indiana, USA and City of
Cortona, Arezzo, Italy; Board Member Burke moved to approve. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Request approved 3-0.
Acknowledgement of Sister City Agreement between City of Carmel, Indiana, USA and City of Jelgava,
Latvia; Board Member Burke moved to approve. Member Watson seconded. Mayor Brainard asked for
discussion. There was no discussion. Request approved 3-0.
Acknowledgement of Sister City Agreement between City of Carmel, Indiana, USA and City of Kurort
Seiffen, Free State of Saxony, Germany; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Acknowledgement of Sister City Agreement between City of Carmel, Indiana, USA and City of Rueil-
Malmaison, Hauts-De-Seine, France; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Acknowledgement of Sister City Agreement between City of Carmel, Indiana, USA and City of
Visakhapatnam, Andhra Pradesh, India; Board Member Burke moved to approve. Member Watson
seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Acknowledgement of Sister City Agreement between City of Carmel, Indiana, USA and City of
Xiangyang, Hubei Province, The People’s Republic of China; Board Member Burke moved to approve.
Mayor Brainard seconded. Mayor Brainard asked for discussion. Member Watson stated that she was
not in approval of this agreement because she does not feel that the nation of China shares our values,
particularly concerning human rights violations. Mayor Brainard stated that he signed this agreement
12 years ago, and this is only an acknowledgement or ratification of the agreement. Mayor Brainard
did agree that there have been numerous human rights violations, but that is even more reason to have
these associations, to share our culture and ideas. Member Burke stated that she agreed with Member
Watson. Member Watson stated that a lot has changed in the last 12 years. Mayor Brainard stated that
from a legal standpoint, he has already signed the documents, they’re just being brought to the BPW to
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become public documents. Mayor Brainard called for a vote. Mayor Brainard and Member Burke
voted to approve the acknowledgement; Member Watson voted against it. Request approved 2-1.
Request for Purchase of Goods and Services; Bo-mar Industries, Inc.; ($10,000.00); Annual
Maintenance Agreement; Board Member Burke moved to approve. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Request approved 3-0.
Request for Purchase of Goods and Services; Ott Equipment Service, Inc.; ($41,422.02); Balancer &
Tire Changer; Additional Services Amendment; Board Member Burke moved to approve. Member
Watson seconded. Mayor Brainard asked for discussion. There was no discussion. Request approved
3-0.
Resolution 12-06-23-02; Request for Acknowledgement of Contract between City and Vendor; All Star
Paving, Inc.; ($83,649.98); Asphalt Rejuvenation for East Main Street & Gray Road; Board Member
Burke moved to approve. Member Watson seconded. Mayor Brainard asked for discussion. There was
no discussion. Resolution approved 3-0.
REQUEST TO USE CITY STREETS/PROPERTY
Request to Use/Rolling Closure of City Streets; Ghosts & Goblins 5k/2k; October 26, 2024; 6:00 AM –
12:00 PM; Board Member Burke moved to approve with the caveat that construction conditions will
need to be checked on as the event draws closer. Member Watson seconded. Mayor Brainard asked for
discussion. There was no discussion. Request approved 3-0.
Request to Use Civic Square Gazebo/Lawn; Sister Cities Christmas Tree Viewing; December 15,
2023; 8:00 PM – 9:00 PM; Board Member Burke moved to approve. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
WITHDRAWN: Request to Use Carter Green & Restrooms Adjacent to Hotel Carmichael, Closure of
Loop Around Carter Green; Carmel Pride Festival; June 30, 2024; 6:00 AM – 11:00 PM; Martina
Queijo, Carmel Pride
Request to Use/Rolling Closure of City Streets, Civic Square Gazebo/Lawn, Civic Square Fountain
Area & Restroom; 2024 Indiana Women’s Running Festival; August 31, 2024; 6:00 AM – 1:00 PM;
Board Member Burke moved to approve with the caveat that construction conditions will need to be
checked on as the event draws closer. Member Watson seconded. Mayor Brainard asked for
discussion. There was no discussion. Request approved 3-0.
OTHER
Request for Secondary Plat; Five-Ten Subdivision; Tom Lazzara, Custom Living USA – TABLED on
10/4/23 – REMAINS TABLED.
Request for Waiver of BPW Resolution No. 04-28-17-01 and Lane Restriction; Installation of New
Wood Mid-Span Pole in ROW; Board Member Burke moved to approve with any conditions of the City
Engineer being met. Member Watson seconded. Mayor Brainard asked for discussion. There was no
discussion. Request approved 3-0.
Request for Waiver of BPW Resolution No. 04-28-17-01 and Lane Restriction; Installation of New
Wood Mid-Span Pole in ROW; Towne Road and Harleston Street; Board Member Burke moved to
approve with any conditions of the City Engineer being met. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Request approved 3-0.
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Request for Consent to Encroach and Variance; 1053 Serenity Court; Board Member Burke moved to
approve with any conditions of the City Engineer being met. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Request approved 3-0.
Request for Consent to Encroach and Variance; 14010 Grannan Lane; Board Member Burke moved to
approve with any conditions of the City Engineer being met. Member Watson seconded. Mayor
Brainard asked for discussion. There was no discussion. Request approved 3-0.
Request for Grant of Perpetual Storm Water Quality Management Easement; Rosie’s Gardens - 10402
N. College Avenue; Board Member Burke moved to approve with any conditions of the City Engineer
being met. Member Watson seconded. Mayor Brainard asked for discussion. There was no discussion.
Request approved 3-0.
Request for Secondary Plat; Kingswood Extension; Board Member Burke moved to approve with any
conditions of the City Engineer being met. Member Watson seconded. Mayor Brainard asked for
discussion. There was no discussion. Request approved 3-0.
Request for Stormwater Technical Standards Waiver; 1151 W 116th Street; Board Member Burke
moved to approve with any conditions of the City Engineer being met. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Request for Stormwater Technical Standards Waiver; 4130 W. 131st Street; Board Member Burke
moved to approve with any conditions of the City Engineer being met. Member Watson seconded.
Mayor Brainard asked for discussion. There was no discussion. Request approved 3-0.
Request for Stormwater Technical Standards Waiver; Midwest Eye Institute at The Bridges - NW
Corner of Illinois Street & 111th Street; Board Member Burke moved to approve with any conditions of
the City Engineer being met. Member Watson seconded. Mayor Brainard asked for discussion. There
was no discussion. Request approved 3-0.
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:23 AM
APPROVED: ____________________________________
Sue Wolfgang – City Clerk
_____________________________________
Mayor James Brainard
ATTEST:
__________________________________
Sue Wolfgang – City Clerk
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