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Home My WebLink AboutBPW-02-07-07 City of Cartnel Office of the Clerk. Treasurer MEETING NOTICE CARMEL BOARD OF PUBLIC .'~ ",,' ...... ^ ".'1 . , WORKS WEDNESDA Y, FEBRUARY 7, 2007 AT 10:00 A.M. COUNCIL CHAMBERS CARMEL CITY HALL ONE CIVIC SQUARE NOTICE IS HEREBY OIVEN THAT THE CITY qf CARMEL BOARD OF PUBqC WORKS WILL HOLD A MEETING ON WEDNESDAY, FEBRUARY 7, 2007, 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 317/571-2414 City of Carll1el Office of the Clerk-Treasurer BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDA Y, FEBRUARY 7, 2007 -10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the January 17, 2007 Regular Meeting 2. BmOPENINGS/AWARDS a. Bid Opening for Carmel Streetscape: 4th and Main Street RO"'!1dabout; Michael McBride, City Engineer b. Bid Opening for Illinois Street - 116th to Dors~t Landscape Project; Michael McBride, City Engineer c. Bid Opening for 2007 - Trucks; David Klingensmith, Street Commissioner d. Bid A ward for Little Cool Creek Interceptor Extension; Central Engineering & Construction: ($469,985.70); This was the most responsive bid, however it was not the lowest - R&W Contracting was the lowest bid, but the bid consisted of improper bid bond forms, missing signatures, 5 % bid bond instead of th~ required 10%; Explanation attached; John Duffy, Director of the Dep~r\m~n,t of Utilities 3. PERFORMANCE RELEASES a. Resolution No. BPW- 02-07-07-01; Grandin Hall, Section 1; Streets, c:urbs & Gutters, Exterior Sidewalks; Bruce Wirth, Estridge Development b. Resolution No. BPW-02-07-07-02; GrandinHall, Section 2; Streets, Curbs & Gutters, Water Mains, Sanitary Sewers, Storm Sewers, Street Name Signs, Monuments & Markers; Bruce Wirth, Estridge Development ONE C[VIC SQUARE CARMEL, [I'DlANA 46032 317157[,2414 4. CONTRACTS a. Request for Purchases of Goods and Services; Parkson; (Bid Award -$457,500.00); John Duffy, Director of the Department of Utilities b. Request for Purchases of Goods and Services; Joint Funding Agreement with United States Department of Interior; Michael McBride, City Engineer 5. USE OF CITY FACILITIES a. Request to Use Gazebo and Common Area; Wedding; Saturday, May 19,2007; 11:00 a.m. to 3:00 p.m.; Jeff Watkins b. Request to Use Gazebo and Common Area; Child Safety Day; Saturday, October, 6,2007; 10:00 a.m. - 2:00 p.m.; Jane Rohrabaugh, Holy Trinity Creek Orthodox Church c. Request to Sale Ice Cream and Bottled Water at Gazebo Summer Concerts; Wednesday, June 6 through August 8,2007; Primelife Enrichment d. Request to Use Gazebo and Common Areas; Wedding; Friday, September 14 5:00 p.m. to 8:00 p.m. and Saturday, September 15, 2007 3:00 p.m. to 9:00 p.m.; Angela Smith and John McAllister e. Request to Use Council Chambers; Thursday, May 17,20076:00 p.m. to 9:00 p.m.; Fairgreen Homeowners Association f. Request to Use City Streets; Bike Race; Saturday, June 23, 2007; Noon to 5:00 p.m.; TrueSport.Com g. Request to Use Gazebo and Common Area; Wedding; Friday, August 3, 2007 6:00 p.m. to 10:00 p.m. and Saturday August 4, 2007 Noon to Midnight; Deanna Sortor and Ryan Michalowski h. Request to Close City Streets; Art Festival; Friday, September 26 through Sunday, September 28,20088:00 p.m.; Rosemary Waters Carmel International Arts Festival 6. OTHER a. Request for Water Availability; Kendall Wood Subdivision; 121'1 Street and Shelborne Road; Brian Robinson, Stoeppelwerth & Associates b. Request for Open Pavement Cut; 116111 and Spring mill; Locate and Repair Gas Valve in Roundabout; Bill Smith, Vectren Energy Delivery c. Request for Secondary Plat Approval; Village of West Clay, Section 6001; Block Q; Brandon Burke, The Schneider Corporation d. Request for Secondary Plat Approval; Grandin Hall, Section 2; Jamie Ford, The Schneider Corporation e. Request for Easement Agreement; University High School; Michael McBride, City Engineer f. Resolution No. BPW-02-07-07-03; A Resolution of the City of Carmel Board of Public Works and Safety Approving the Assignment of Equipment for the Carmel Police and IS Department to the Indiana Bond Bank; Assistant Chief Tim Green, Carmel Police Department and Terry Crockett, Director of IS g. Resolution No. BPW-02-07-07-04; A Resolution of the City of Carmel Board of Public Works and Safety Approving the Assignment of Equipment for the Carmel Police, Department of Administration and Carmel Communication Center to the Indiana Bond Bank; Assistant Chief Tim Green, Carmel Police Department, Steve Engleking, Director of the Department of Administration and Marvin Stewart, Director of the Carmel Communication Center h. Request for Water Reimbursement Agreement between the City of Carmel and Duke Construction, LP; Douglas Haney, City Attorney i. Request for Water Reimbursement Agreement between the City of Carmel and Pearson Realty, LLC; John Duffy, Director of the Department of Utilities 7. ADJOURNMENT I I I BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDA Y, FEBRUARY 7,2007 -10:00 A.M. COUNCIL CHAMBERS I CITY HALL lONE CIVIC SQUARE MEETING CALLED TO ORDER Mayor James Brainard called the meeting to order at 10:01 a.m. MEMBERS PRESENT Mayor James Brainard; Member, Lori Watson; Deputy Clerk Treasurer, Sandra Johnson MINUTES The Minlltesfor the January 17,2007 Regular Meeting were approved 2 - O. BID OPENING/ AWARDS Bid D/Jenin!! for Carmel Streetsca/Je 4Th and Main Roundabout: Mayor James Brainard opened and read the hids aloud. Company Bid Amount Engledow Calumet Asphalt $182,341.00 $268,528.00 The bids were given to Michael McBride, City Engineer,jor review and recommendation at the next meeting. Bid D/Jenin!! for Illinois Street; ll6Th to Dorset Landsca/Je: Mayor James Brainard opened and read the bids aloud. Company Bid Amount Engledow $572,627.00 The bids were given to Michael McBride, City Engineer for review and recommendation at the next meeting. I I I Bid Open in!! for Trucks - Street Department; Mayor James Brainard opened and read the bids aloud. Company Bid Amount Pearson Ford Hare $ 89,776.00 $119.232.30 The bids were given to David Klingensmith, Street Commission for review and recommendation at next meeting. Bid A ward for Little Cool Creek Intercevtor Extension; Central Emdneerillf.! & Construction: ($469.985.70); This was the most responsive bid. however it was not the lowest - R&W Contractin!! was the lowest bid. but the bid consisted of improper bid bond forms. missinli silinatures. 5% bid bond instead of the reQuired ]0%; Explanation attached; Mayor Brainard movedfor approval. Board Member Watson seconded. Mayor wants a legal opinion placed in the file along with the explanation from Jones & Henry. Request approved 2-0. PERFORMANCE RELEASES Resolution No. BPW- 02-07-07-01; Grandin Hall. Section 1; Streets. Curbs & Gutters. Exterior Sidewalks; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-02-07-07-02; Grandin Hall, Section 2; Streets, Curbs & Gutters, Water Mains. Sanitarv Sewers. Storm Sewers. Street Name Silins. Monuments & Markers Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. CONTRACTS ReQuest for Purchases of Goods and Services; Parkson; (Bid Award -$457.500.00); Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. ReQuest for Purchases of Goods and Services; Joint Fundinli Alireement with United States Department of interior; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. USE OF CITY FACILITIES ReQuest to Use Gazebo and Common Area; Weddinli; Saturday. May 19.2007; 1 ]:00 a.m. to 3:00 lY!h-Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. ReQuest to Use Gazebo and Common Area: Child Safetv Day; Saturday. October. 6. 2007; 10:00 a.m. _ 2:00 p.m.: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. I I I ReQliest to Sale Ice Cream and Bottled Water at Gazebo Summer Concerts; Wednesday. June 6 throuiih AUiiust 8. 2007: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Reauest to Use Gazebo and Common Areas: Weddinii; Fridav. Sevtember 14 5:00 V.m. to 8:00 V.m. and Saturday. Sevtember 15.20073:00 v.m. to 9:00 v.m.; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Reauest to Use Council Chambers; Thursdav. Mav 17.20076:00 V.m. to 9:00 v.m.; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. ReQuest to Use City Streets; Bike Race; Saturday. June 23.2007; Noon to 5:00 V.m.; Mayor Brainard moved to table. Board Member Watson seconded. Request tabled 2-0. ReQuest to Use Gazebo and Common Area: Weddi/H,; Fridav. AUiiust 3.20076:00 V.m. to 10:00 V.m. and Saturday Auzust 4. 2007 Noon to Midnizht: Mayor Brainard moved to approve. Board Member Watson seconded. Special conditions: NO AMPLIFIED SOUND AFTER 10:00 P.M.; Request approved 2-0. Reauest to Close City Streets: Art Festival: Fridav. Sevtember 26 throuzh Sunday. Sevtember 28. 2008 8:00 V.m.: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. OTHER Reauest for WQter Availability: Kendall Wood Subdivision; 121'/ Street and Shelborne Road: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Reauest for Oven Pavement Cut; 1161h and Svrinz mill: Locate and Revair Gas Valve in Roundabout; Mayor Brainard moved to approve. Board Member Watson seconded. Request appr!,Jved 2-0. Reauest for Secondary Plat Avvroval; Villaze of West Clay. Section 6001: Block 0 Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Reauest for Secondarv Plat Avvroval: Grandin Hall. Section 2; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Reauest for Easement Aiireement; University Hiiih School: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-02-07-07-03; A Resolution of the City of Carmel Board of Public Works and Safety Avvrovinz the Assiznment of Eauivment for the Carmel Police and IS Devartment to the Indiana Bond Bank; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Resolution No. BPW-02 -07-07-04: A Resolution of the City of Carmel Board of Public Works and Safety Avvrovinz the Assiznment of Eauivment for the Carmel Police. Devartment of Administration and Carnlel Communication Center to the Indiana Bond Bank: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. I Reauest for Water Reimbursement Aflreement between the City of Carmel and Duke Constniction. LP; Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. Reauest for Water Reimbursement Al!reement between the City of Carmel and Pearson Realtv. LLC: Mayor Brainard moved to approve. Board Member Watson seconded. Request approved 2-0. ADJOURNMENT Mayor Brainard adjourned the Meeting at 10;23 a.m. ~~ Diana L. Cordray, MC . Clerk-Treasurer Approved, ,';) a or James Brainard ATTEST: I b4;,~1;,.9E~ Clerk -Treasurer I , ,..-" y J~N 28 2007 1:48PM HP LASERJET 3200 ~ r#-f:O ~ p.1 ;t1 ~ ~2~~~L!!::~r.Fo~~~~~~'~~~~~; . ~ www.jheng,com FAX' 260/484-7210 January 29, 2007 Mr. John Duffy Utility Manager 760 3'd Ave.,S.W., Suite 11 0 Carmel, IN 46032 . Subject: Little Cool Creek Interceptor Contract No. 53 Dear Mr. Duffy: On January l7d', 2007, the City of Carmel received bids from eight contractors on Little Cool Creek Interceptor Project, Contract No. 53. We are enclosing a tabulation of bids. The bids were reviewed for mathematical errors and the apparent low bidder's references . were checked. The apparent low bidder was R&W Contracting, Inc. The bid from this company is significantly lower than the next bidder. We have reviewed the bid submitted from R&W Contracting, Inc., and find the bid submitted is irregular for the following reasons: · The Contractor did not submit all of the required pages in his bid, including the signature page. · . The Contractor did not utilize the bid bond forms as required. . The Bid Bond is in the amount of five percent of the total bid, not ten percent as required in the Bid Advertisement and Contract Documents. We have discussed the bid with R& W Contracting. This contractor has informed us that he is very uncomfortable with the bid submitted and requests that he be allowed to withdraw his bid. We believe this contractor is capable of performing the work; however, . based on discussions with other municipalities, we believe th.at timely performance of work and cleanup may be a concern with this contractor. This project has tight time schedules in which to perform select portions of the work in conformance with road closings on 136'h Street and maintaining access to St. Vincent's Hospital where cleanup was of paramount concern. Therefore, we recommend the City allow R&W Contracting, Inc., to withdraw their bid. CONSULTING ENGINEERS J It JRN 29 2007 1:50PM HP LASERJET 3200 p.2 dO Jones & Henry Engineers, Ltd. Mr. John Duffy January 29, 2007 Page Two The second low bidder is Central Engineering & Construction Associates, Inc. This bid is approximately six percent lower than the third bid received. We have reviewed the bid with Central Engineering & Construction. TIley inform us that they are satisfied with the bid submitted and that ,they are able to perform the work as specified for th(: amount indicated. We have called and have received good references for the work performed by this contractor. Based on the bid review and discussions with other municipalities, we believe that Central Engineering is capable of satisfltctorily perfonning tlle work required on this project. Therefore, we are recommending iliat ilie City award this project to Central Engineering & Construction Associates, Inc. We are returning the original Bids with Bid Bonds for this project. Please calJ if you have any questions. Very truly yours, . ;?~ HENRY. ENG~EERS' LTD. t /(J~ ~ ::d! /' -- Brian W. 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Bid award for the Little Cool Creek Interceptor Project - this one has a twist. The low bidder, R & W Contracting, had numerous mistakes in their bid. No signature, improper bid bond forms, and the bid bond was for 5% as opposed to the 10% that is required. In addition they have verbally stated to us that they are not comfortable with the price and would like to remove their bid. They probably could do the work, but according to their references it would not be without a whole lot of supervision on our part. Given this and the mistakes on the did, we want to award to Central Engineering & Construction Associates, Inc. for $469,985.70. They were the second lowest bidder and they are very capable of doing the work. I have a letter from the design engineer documenting all of this that I will send over to you for the BPW packet. Please let me know if you have any questions. Thanks J Duffy 1