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Home My WebLink AboutBPW Meeting Minutes 03.20.2024Board of Public Works and Safety Meeting Agenda Wednesday, March 20, 2024 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Mayor Sue Finkam called the meeting to order at 10:03 AM. MEMBERS PRESENT Mayor Sue Finkam, Board Members Laura Campbell, and Alan Potasnik. Also, present City Clerk Jacob Quinn and Jessica Dieckman. MINUTES Minutes from March 06, 2024, Regular Meeting. Board Member Campbell moved to approve. Board Member Potasnik seconded. Minutes were approved 3-0. BID OPENING AND AWARD Bid Award for 22-SW-01-Spring Mill Run Culvert Replacement; Jeremy Kashman, Director of Engineering, recommended awarding the quote to JKES Inc. dba Smith Projects, as they were the lowest bid and most responsive. Board Member Campbell moved to approve. Board Member Potasnik seconded. Award approved 3-0. Bid Award for 24-STR-02 Paving Program; Howard Companies; ($4,307,282.91); Crystal Edmondson Carmel Street Department, recommended awarding the quote to Howard Companies, as they were the lowest bid and most responsive. Board Member Campbell moved to approve. Board Member Potasnik seconded. Award approved 3-0. Bid Opening for 2024 Fiber Infrastructure Project Board Member Potasnik opened the bid and Board Member Potasnik read them aloud: Contractor Bid CSU $199,600.66 Quality Fiber Solutions $219,965.36 Gudenkauf, LLC $279,370.05 EDCO $534, 186.26 DocuSign Envelope ID: D7538957-74BB-443F-B1F4-CDA45C18A579 PERFORMANCE BOND REDUCTION APPROVAL REQUEST Resolution BPW 03-20-24-02; Bond Release for Ambleside Sections 1A/1B; Erosion Control-Common Area; Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. Resolution BPW 03-20-24-03; Bond Release for Albany Village; Erosion Control-Common Area; Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. CONTRACTS Request for Purchase of Goods and Services; Blunk Safety Systems, Inc; ($152,459.95); Vehicle Emergency Lighting Kits, Havis Package; Drake Sterling, Chief of Police, briefly speaks, that they leased/purchased twenty-three vehicles and need the equipment that goes inside of those patrol cars. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; Officeworks Services, LLC; ($50,852.11); Furniture for Department of Community Services Office; Additional Services Amendment; Mike Hollibaugh, Director of Community Services briefly speaks, this request for purchase of goods and services is to update the conference room furniture and to upgrade staff furniture. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; TMT, Inc.;($79,803.30); Tree Mulching, Weed Control, and Other Landscaping Work; Additional Services Amendment; Mike Hollibaugh, Director of Community Services briefly speaks, this is our mulching contract. TMT is the service company we have worked with over the years to do the heavy lifting. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Agreement for Professional Services; ($149,880.00); YARD Group, LLC d/b/a YARD & Company; Consulting Services for the Small Area Plan for Home Place; Additional Services Amendment; Mike Hollibaugh, Director of Community Services briefly speaks, this is updated proposal on a special area study from 2022 that we had held off doing the special area studies. This one is more expensive because we will be doing a fair amount of public input. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Agreement for Professional Services; ($50,000.00); YARD Group, LLC d/b/a YARD & Company; Consulting Services for the Small Area Plan for the US-31 Corridor; Additional Services Amendment; Mike Hollibaugh, Director of Community Services briefly speaks, special area plan for US- 31 corridor, this won’t involve as much public input. We have already done upfront work with the larger landowners in the corridor and are working with them to get that plan updated. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Agreement for Professional Services; ($180,000.00); CrossRoad Engineers, PC; 20-ENG- 03 - 3RD Ave SW-Autumn Drive to 2nd Street-Construction Inspection-Supplement; Additional Services Amendment #1a; Jeremy Kashman, Director of Engineering briefly speaks, this project is taking a little longer and we have incorporated a lot of other coordination in the whole midtown area. When we originally bid the 3rd Avenue Project, we had a strict timeline to get it done because we have a Community Crossing Grant for one million dollars from the state which comes with a three-month deadline to get the project under contract. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. DocuSign Envelope ID: D7538957-74BB-443F-B1F4-CDA45C18A579 Request for Agreement for Professional Services; ($85,000.00); Crossroad Engineers, PC; 22-ENG-13 - 2022 Bond Various Path Projects-Design/Bid/Construction Inspection-Supplement; Additional Services Amendment #9a; Jeremy Kashman, Director of Engineering briefly speaks, several of the path projects take a lot of design effort and this contract helps with additional design work. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; JKES, Inc. dba Smith Projects; ($418,898.85); 22-SW-01 Springmill Run Culvert Replacement; Jeremy Kashman, Director of Engineering briefly speaks, there was a discrepancy regarding the amount read and the bid proposal. This contract should have read $418,898.85 and the contract read $418,898.25. The contract amount rewarded was $418,898.85. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Resolution BPW 03-20-24-01; Request for Acknowledgment of Contract Between City and Vendor; ($115,000.00); Hollingsworth Sawmill, Inc; Risers for Ice Rink. Sergey Grechukhin, Corporation Counsel briefly speaks. The risers for the ice rink are old and need to be replaced. The new risers will improve the wood of the ice rink and will increase the life span of the ice rink significantly. Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. Request for Purchase of Goods and Services; Howard Asphalt LLC d/b/a Howard Companies; ($137,175.00); Asphalt Repairs; Additional Services Amendment; Crystal Edmondson, Carmel Street Department briefly speaks, that this is a carryover from a purchase order from 2023 for some asphalt paving at 96th Street and Commerce and Dumbarton Street. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Civic Square Fountain Area and Civic Square Gazebo/Lawn; Special Request to Use Electricity and Fountain Restroom-Fountain/Gazebo; Indianapolis-Carmel Children’s Festival; April 27, 2024; 7:00 AM to 4:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Carter Green; Special Request to Use Electricity; Wedding Ceremony; June 1st, 2024; 2:00 PM to 6:30 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to use Palladium East Patio on the Campus of the Center for Performing Arts; Special Request to Use Electricity; Wedding Ceremony; August 17, 2024; 2:00 PM to 6:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Civic Square Gazebo/Lawn; Special Request to Use Electricity and Fountain Restroom- Fountain/Gazebo; Allstar PURE 80s Karaoke Koncert; September 7, 2024; 4:00 PM to 11:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Civic Square Gazebo/Lawn; Special Request to Use Electricity and Fountain Restroom- Fountain/Gazebo; Benefit Concert to Feed the Hungry; September 14, 2024; 11:00 AM to 11:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request Use Midtown Plaza; Bike Carmel Slow Roll Dinner Cruise; June 11, 2024, June 25, 2024, July 9, 2024, July 23, 2024, August 13, 2024, and August 27, 2024; 5:00 PM to 7:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. DocuSign Envelope ID: D7538957-74BB-443F-B1F4-CDA45C18A579 Request to Use Civic Square Fountain Area and Civic Square Gazebo/Lawn; Special Request to Use Electricity and Fountain Restroom-Fountain/Gazebo; Summer Concert Series at the Gazebo; May 29, 2024; June 5, 12, 19, 26, 2024; July 10, 17, 24, 31, 2024; August 7, 14, 21, 28, 2024; September 4, 11, 2024; Rain Dates September 18 and 25, 2024; 9:00 AM to 10:00 PM; Melanie Brewer, Marketing and Community Relations briefly speaks, this year we are not able to use the fire department for rain dates, so we using the last few Wednesdays in September as potential rain dates. In the past we have used City Hall bathrooms but it has become an issue going into the late evening hours and with the clean up so the City Hall restrooms will be closed. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. OTHER 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 Campbell moved to take the Resolution from the table. Board Member Potasnik seconded. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Uniform Conflict of Interest Disclosure Statement; Board Member Campbell moved to acknowledge. Board Member Potasnik seconded. Acknowledgment approved 3-0. Request for Open Pavement Cut and Lane Restriction; 14333 & 14337 Gray Road; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Request for Waiver of BPW Resolution No. 04-28-17-01; Springmill Road & Illinois Street; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Request for Open Pavement Cut, Street and Sidewalk Closure; 211 1ST Ave NW; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Request for Secondary Plat; Ambleside Section 2; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Request for Replat; RA Franke Lots 6 & 7; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Request for Grant of Perpetual Stormwater Quality Management Easement; 14550 River Road; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Request for Grant of Perpetual Stormwater Quality Management Easement; 1300 E 96th Street, Neuro Driven Recovery; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. DocuSign Envelope ID: D7538957-74BB-443F-B1F4-CDA45C18A579 ADD-ONS Request for Street Closure; 10 East Main Street; First on Main; The Engineering Department respectfully request to add the Street Closure at 10 East Main Street; First on Main; Tentative Date of Street Closure is March 23, 2024; 7:00 AM to 10:00 AM; Sergey Grechukhin, Corporation Counsel briefly speaks, a request to close a street at 10 East Main for construction crane to move roof top equipment. This is a tentative date and time. Jeremy Kashman, Director of Engineering briefly speaks that if the tentative time and date does not work, they will notify the surrounding properties and business owners. Board Member Campbell moved to add on. Board Member Potasnik seconded. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Board Member Campbell moved to add one add-on item to the agenda. Member Potasnik seconded. Approved 3-0. Request to use Civic Square Fountain Area, Civic Square Gazebo/Lawn, Japanese Garden, and City Hall Parking Lot; Cruise Indy 2024; August 17, 2024; 6:00 AM to 4:00 PM. Sergey Grechukhin, Corporation Counsel briefly speaks that there are a lot of moving parts to this facility use request, so it was needing to be added on this agenda today so the requestor could start working on acquiring sponsors for this event. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. ADJOURNMENT Mayor Finkam adjourned the meeting at 10:37 AM APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Mayor Sue Finkam ATTEST: __________________________________ Jacob Quinn – City Clerk DocuSign Envelope ID: D7538957-74BB-443F-B1F4-CDA45C18A579