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Home My WebLink AboutBPW Minutes 12.20.23Board of Public Works and Safety Meeting Minutes Wednesday, December 20, 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 10:13 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 December 6, 2023, Regular Meeting. Board Member Burke move to approve. Board Member Watson seconded. Minutes were approved 3-0. BID OPENING AND AWARD Bid Award for City-Wide Residential Solid Waste, Yard Waste, Recycling Collection and Disposal John Duffy, Director of Utilities, recommended awarding the bid to Republic Services of Indiana, LP, as the lowest most responsive bidder, in the amount of $43,103,640.00, for 7-year contract. Board Member Burke moved to approve. Board Member Watson seconded. Award approved 3-0. PERFORMANCE BOND REDUCTION APPROVAL REQUEST Resolution BPW 12-20-23-06; Bond Release for Asherwood; BMP Structures; Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 3-0. Resolution BPW 12-20-23-07; Bond Release for One46 Townhomes; Right of Way & Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 3-0. Resolution BPW 12-20-23-08; Bond Release for Dreyer & Rienbold Racing; Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Resolution approved 3-0. CONTRACTS Resolution 12-20-23-05; Request for Acknowledgement of Contract between City and Vendor; EVG Media, Inc.; ($3,250.00); Content License Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for License Agreement between City and Vendor; Peto’s; Patio Area Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. DocuSign Envelope ID: 26D15E17-5C6F-4682-9F06-12E228FB6A23 Resolution 12-20-23-04; Request for Acknowledgement of Grant Agreement between City and Grantee; Hamilton County Tourism, Inc.; ($50,000.00); Employment of Sustainability Senior Manager; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; American Structurepoint, Inc.; ($550,000.00); On-Call Professional Services; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Clark Dietz, Inc.; ($244,400.00); Auman-Newark Sidewalk & Drainage Improvements Design; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Morphey Construction, Inc.; ($7,644.06); 22-ENG-02 116th Street Multi-Use Path - CO #1; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Monroe Site Work, LLC; ($-5,382.40); 16-ENG-97A Gray Road Pathway 106th to 116th – CO #2 FINAL; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; CrossRoad Engineers, P.C.; ($124,285.00); 22-ENG-06 Penn One Eleven RAB Design/Bid/Construction Inspection; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Interlocal Agreement between The City of Carmel and The Town of Zionsville; Construction of Shared Multi-Use Path on 116th Street between Michigan Rd and Shelborne Rd; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Officeworks Services, LLC; ($51,817.97); Engineering Department Redesign; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; The Taylor Realty Group, P.C.; ($19,990.00); 20-ENG- 04-N College Ave Reconstruction, Parcels #11 & 15 – Second Appraisals; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Cintas Corporation #18; ($1,199.40); Rug Cleaning; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Info-Tech Research Group, Inc.; ($23,595.00); IT Research and Advisory Services; Additional Services Amendment; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW 12-20-23-01; Request for Acknowledgement of Contract between City and Vendor; C. Solano, S.L.; ($2,000.00); Artist Finalist Terms of Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Resolution BPW 12-20-23-02; Request for Acknowledgement of Contract between City and Vendor; Christopher Weed; ($2,000.00); Artist Finalist Terms of Agreement; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. DocuSign Envelope ID: 26D15E17-5C6F-4682-9F06-12E228FB6A23 Resolution BPW 12-20-23-03; Request for Acknowledgement of Contract between City and Vendor; CBIZ Benefits & Insurance Services, Inc.; Administration Services Agreement for Actuarial Experience Study; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Carter Green, Civic Square Gazebo/Lawn/Fountain Area & Restroom, Japanese Garden, Midtown Plaza, Monon & Main Plaza, Reflecting Pool, James Building Restrooms, Closure of Loop Around Carter Green, Possible Closure of 3rd Avenue; Solar Eclipse Viewing; April 8, 2024; 12:00 AM – 11:59 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green, James Building Restrooms & Various Spots Along Main Street; Festival of Ice – Ice Sculpting Event; January 19 -21, 2024; 1:00 PM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green or Palladium East Patio; Rehearsal & Wedding Ceremony; June 6, 2024, 5:00 PM – 6:00 PM & June 7, 2024, 2:00 PM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green or Palladium East Patio; Rehearsal & Wedding Ceremony; June 14, 2024, 5:00 PM – 6:00 PM & June 15, 2024, 2:00 PM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green or Palladium East Patio; Rehearsal & Wedding Ceremony; June 21, 2024, 5:00 PM – 6:00 PM & June 22, 2024, 2:00 PM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green or Palladium East Patio; Rehearsal & Wedding Ceremony; June 28, 2024, 5:00 PM – 6:00 PM & June 29, 2024, 2:00 PM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green or Palladium East Patio; Rehearsal & Wedding Ceremony; September 13, 2024, 5:00 PM – 6:00 PM & September 14, 2024, 2:00 PM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Carter Green; Ice at Carter Green Food Truck Vendor; December 26 - 31, 2023; 9:00 AM – 10:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Ice at Carter Green; Carmel Winter Games; February 9 -10, 2024; 7:00 AM – 7:00 PM; Board Member Burke moved to approve. Board Member Watson seconded. 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 Consent to Encroach and Variance; 5560 Salem Drive North; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. DocuSign Envelope ID: 26D15E17-5C6F-4682-9F06-12E228FB6A23 Request for Consent to Encroach and Variance; 12048 Eagleview Drive; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Grant of Perpetual Stormwater Quality Management Easement; 4501 W 99th Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane Restrictions and Open Pavement Cuts; 524 2nd Avenue NE; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Secondary Plat; Rangeline Subdivision; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Second Curb Cut; 140 N Rangeline Road; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Stormwater Technical Standards Waiver; Five Ten Subdivision – 510 1st Avenue NE; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. ADD-ONS Board Member Burke moved to add two add-on items to the agenda. Member Watson seconded. Approved 3-0. Hotel Rooms for Festival of Ice Carvers The Community Relations Department requests the approval of Hotel Rooms for the Festival of Ice Carvers at the Renaissance Hotel, in the amount of $6,120.00. Presented by Sergey Grechukhin, Office of the Corporation Counsel. Board Member Burke moved to approve. Member Watson seconded. Request approved 3-0. Duke Energy Reimbursement Agreement The Engineering Department requests the approval of Utility Reimbursement Agreement with Duke Energy Indiana, LLC for 116TH and AAA Way, in the amount of $134,400.74. Presented by Sergey Grechukhin, Office of the Corporation Counsel. Board Member Burke moved to approve. Member Watson seconded. Request approved 3-0. ADJOURNMENT Mayor James Brainard adjourned the meeting at 10:20 AM. APPROVED: ____________________________________ Jacob Quinn – City Clerk ____________________________________ Mayor Sue Finkam ATTEST: ____________________________________ Jacob Quinn – City Clerk DocuSign Envelope ID: 26D15E17-5C6F-4682-9F06-12E228FB6A23