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Home My WebLink AboutBPW Meeting Minutes 03.06.2024Board of Public Works and Safety Meeting Minutes Wednesday, March 6, 2024 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Board Member Campbell called the meeting to order at 10:02 AM MEMBERS PRESENT Board Members Laura Campbell, and Alan Potasnik. Also, present City Clerk Jacob Quinn and Jessica Dieckman. MINUTES Minutes from February 21, 2024, Regular Meeting. Board Member Potasnik moved to approve. Board Member Campbell seconded. Minutes approved 2-0. BID OPENING AND AWARD Bid Award for 22-ENG-13 Rohrer Road Multi-Use Path & Water Main; Jeremy Kashman, Director of City Engineer, recommended awarding the quote to Globe Asphalt Paving Co., Inc., as they were the lowest bid and most responsive. Board Member Potasnik moved to award the bid to Globe Asphalt Paving Co., Inc in the amount of $946,310.92. Board Member Campbell seconded. Award approved 2- 0. Bid Opening for 24-STR-02 Paving Program; Board Member Potasnik opened the bid and Board Member Potasnik read them aloud: Contractor Bid Alternate 1 Bid Alternate 2 Bid Milestone Contract $4,737,316.50 $395,236.29 $366,418.50 Rieth-Riley $4,695.517.28 $391,032.48 $371,997.25 Howard Asphalt $4,307,282.91 $363,804.17 $325,466.36 E & B Paving $4,502.316.49 $419,624.41 $391,962.60 Bid Opening for Spring Mill Run Culvert Replacement; 22-SW-01; Board Member Potasnik opened the bid and Board Member Potasnik read them aloud: Contractor Bid JKES, Inc dba Smith Project $418,898.85 Conexo, Inc $547,115.00 All Star Paving, Inc. $481,477.05 Yarberry Companies, Inc. $474,989.00 United Construction Services, LLC $477,587.20 Indiana Earthworks, LLC $419,600.00 Morphey Construction, Inc. $542,300.00 DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481 PERFORMANCE BOND REDUCTION APPROVAL REQUEST Resolution BPW 03-06-24-01; Bond Release for Bonbar at Monon Lake; BMP Structure, Common Walk, and Erosion Control; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Resolution BPW 03-06-24-02; Bond Release for Courtyards of Carmel; Section 2 BMP Structure, Section 3 Monument, and Section 3 Signs; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Resolution BPW 03-06-24-03; Bond Release for Jackson’s Grant, Section 8; Erosion Control; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. CONTRACTS Request for Purchase of Goods and Services; D. & L.S. Inc d/b/a Office Keepers; ($20,916.00); Cleaning Services for the Fire Department Headquarters; Additional Services Amendment Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Purchase of Goods and Services; 3D Company, Inc;(NO Cost Change); 20-ENG-02-106th and College Roundabout; CO #6; Board Member Potasnik moved to approve. Board Member Campbell seconded. Change Order was approved 2-0. Request for Purchase of Goods and Services; 3D Company, Inc;(-$16,501.00); 20-ENG-02-106th and College Roundabout; CO #7; Board Member Potasnik moved to approve. Board Member Campbell seconded. Change Order was approved 2-0. Request for Purchase of Goods and Services; Calumet Civil Contractors, Inc.;(-$11,000.00); 16-ENG- 37-116th Street and Medical Drive at Rangeline Road Roundabout; CO #7; Board Member Potasnik moved to approve. Board Member Campbell seconded. Change Order was approved 2-0. Request for Purchase of Goods and Services; Globe Asphalt Paving Co., Inc.; ($946,310.92); 22- ENG-13-Rohrer Rd Multi-Use Path & Water Main; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Purchase of Goods and Services; HWC Engineering, Inc.; ($20,500.00); 22-ENG-09- W Main Street Reconstruction-Old Meridian to Guilford; Additional Services Amendment #1; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Purchase of Goods and Services; RQAW Corporation; ($9,850.00); 22-ENG-11 Carmel Path-141st Street from West Road to Spring Mill Road; Additional Services Amendment #2a; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Purchase of Goods and Services; The Taylor Realty Group, PC; ($12,430.00); 22-ENG- 02-Second Appraisals-116th Path-US 421 to Town Road; Additional Services Amendment #3b; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Resolution BPW 03-06-24-10; Request for Acknowledgment of Contract between City and Vendor; James Barlow; Amendment to Professional Services Agreement; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481 Resolution BPW 03-06-24-04; Request for Acknowledgment of Contract between City and Vendor; Smock Fansler Corporation; ($238,535.00); 24-STR-01 Vault Installation; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Request for Purchase of Goods and Services; Thomas A. Brady Sports Medicine, P.C. d/b/a Forte Sports Medicine and Orthopedics; ($50,000.00); Medical Services; Professional Services Agreement; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Midtown Plaza; Indy Impalas Send-off Celebration; April 27, 2024; 12:00 PM -5:00 PM; Evan Roberts, Indianapolis Rugby Club (Indy Impalas)-TABLED on 01/11/24 Board Member Potasnik moved to take the request from the table. Board Member Campbell seconded. Approved 2-0. Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0 Request to Use/Close City Streets, Closure of Cranston Ave from Old Meridian to the Providence Parking Lot Just Behind the Brockway Pub and the North Bound Lane of Old Meridian from West Carmel Drive to Grand Blvd for Annual St. Patrick’s Day Celebration; March 14-17, 2024; 8:00 AM to 11:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Lane Restriction of City Streets, Lane Restrictions of North/East Bound Lanes of Old Meridian Street from Cranston Ave; Carmel Fire Department Pumper Pull/Annual St. Patrick’s Day Celebration; March 16, 2024; 3:00 PM to 7:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Close City Streets, Use Veteran’s Way at Main to Right After Our First Parking Lot Entrance; Annual Shamrock the District Tent Party; March 15-18, 2024; 8:00 AM to 9:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Block Parking Spots; Block Parking Spots on City Center Drive by the Palladium for a 40 Foot RV; March 6-7, 2024; 8:00 AM to 4:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use City Streets; Sam Costa Run; March 23, 2024; 7:00 AM to 2:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. OTHER Uniform Conflict of Interest Disclosure Statement; Board Member Potasnik moved to approve. Board Member Campbell acknowledged. Acknowledgment was approved 2-0. Resolution BPW 03-06-24-05; Transfer of Real Property to Third Party; Amending the Minimum Sales Price for the Sale of Excess Real Property located near 96th Street and Keystone Parkway That is Not Needed for Public Purpose; Sergey Grechukhin, Corporate Counsel, briefly speaks that this is resolution to amend a sales price on a piece of property that the city owns at the intersection of 96th Street and Keystone Parkway. Sergey gives a brief description of the property through a exhibit on the projector. The property was first decided to be sold back in 2020 through Council and BPW resolutions that established a minimum sale price of 1.7 million dollars. The appraisals for the DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481 property came in at a much lower price of $800,000 and $770,000. Through a bidding process, we did not receive any bids. The city then hired a Broker per Indiana code to sell the property directly and we finally received an offer of $1,000,060.00 which is still above both appraisals. To complete the sale we are requesting two things; reduce the minimum sales price to $1,000,060.00 and appoint Jim Crider, Chief of Staff to finalize the sale. Board Member Potasnik moved to approve the sale price of $1,000,060.00 and acknowledging Jim Crider to be a part of the process. Board Member Campbell seconded. Resolution was approved 2-0 Resolution BPW 03-06-24-08; Designating and Approving the Placement of Speed Limit Signs on City Streets Within the Immediate Vicinity of a School; Within Immediate Proximity to Coram Deo Academy, Along Congressional Blvd, N College Ave, and 117th Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Resolution BPW 03-06-24-09; Lease of Real Property to a Third Party; Lease of Property Located at 10583 Lakeshore Drive East That is Not Needed for a Public Purpose and Establish Minimum Monthly Rent; Sergey Grechukhin, Corporate Counsel, request that this resolution be tabled. Sergey gives a brief description of the property through an exhibit on the projector. The city wants to lease the property. This resolution will first need to be approved through City Common Council because the proceeds exceed $25,000.00. The City Common Council has moved this item to a committee for further consideration. It has not been approved yet and that is the first step in this process so we will be bringing the item back to the Board of Public Works once it has cleared with Council. TABLED Board Member Potasnik moved to table the Resolution. Board Member Campbell seconded. Tabling approval 2-0 Request for Curb Cut; 11100 Queens Way Circle; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Open Pavement Cut and Sidewalk Restrictions; 9703 N Michigan Road; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Public Right of Way Dedication; 3927 & 4005 W 141st Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Stormwater Technical Standards Waiver; L’Etoile; 833 W Main Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Consent to Encroach; 5909 Garden Gate Way; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Secondary Plat; Ambleside Section 2; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Resolution BPW 03-06-24-06; Establishing the Small Purchase Policy; Adopt the City’s Small Purchase Policy for Purchases Cost Less Than Fifty Thousand Dollars and Designates the Chief of Staff as Additional Purchasing Agent; Sergey Grechukhin, Corporate Counsel briefly notes; The Small Purchase Policy authorizes department heads to enter into contracts without the Board’s approval for the purchase of supplies, equipment, goods and services that are expected to cost less than $20,000. Further, the Chief of Staff is authorized to execute contracts that are expected to be less than $50,000 without BPW approval. Except for the executing party, the process of contract approval will remain the same. The Legal Department will still either draft or review all the contracts, the purchase orders will be issued, and contracts will still be subject to document retention policy and be available for DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481 review. Therefore, keep following the same process for contracts under $50,000 up until you obtain a signature from vendor/contractor. Additionally, the department heads are instructed to keep a list of all the executed small purchase contracts and present such a list to the Chief of Staff or the BPW if requested. Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Resolution BPW 03-06-24-07; Limits the Use of the Caucus Room; For Public Safety Purposes, the Caucus Room, located on the Second Floor, City Hall, One Civic Square, Carmel, IN 46032, Shall No Longer be Available for Use for Public Meetings; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. ADD-ONS ADJOURNMENT Board Member Campbell adjourned the meeting at 10:32 AM APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Mayor Sue Finkam ATTEST: __________________________________ Jacob Quinn – City Clerk DocuSign Envelope ID: 30BD8676-E5FF-43CB-8074-C534F1849481