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HomeMy WebLinkAboutBPW-02-21-07 City of Cartnel Office of the Clerk-Treasurer MEETING NOTICE CARMEL BOARD OF PUBLIC WORKS WEDNESDAY, FEBRUARY 21, 2007 AT 10:00 A.M. COUNCIL CHAMBERS CARMEL CITY HALL ONE CIVIC SQUARE NOTICE IS HEREBY GIVEN THAT THE CITY OF CARMEL BOARD OF PUBLIC WORKS WILL HOLD A MEETING ON WEDNESDAY, FEBRUARY 21, 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,INDIANA46032 317/511-2414 City of CarIllel Office of the Clerk-Treasurer BOARD OF PUBLIC WORKS & SAFETY MEETING AGENDA WEDNESDAY, FEBRUARY 21, 2007 - 10:00 A.M. COUNCIL CHAMBERS I CITY flALL lONE CIVIC SQUARE MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the February 7, 2007 Regular Meeting 2. BID OPENINGS! AWARDS a. Bid Opening f.or Old Meridian Street - Wa~~r Main Pr.oject; John Duffy, Director of the Department of Utilities b. Bid Opening f.or IIIin.ois Street Phase II - Water Main Pr.oject; John Duffy, Director of the Department of Utilities c. Bid Opening f.or ll1th Street - Water Main Project; John Duffy, Director of the Department of Utilities d. Bid Opening f.or 136th Rec.onstructi.on - Ditch t.o Spring Mill R.oad; Michael McBride, City Engineer e. Bid Opening f.or 1361h Rec.onstructi.on - Spri~g Mill R.oad t.o Oak Ridge; Michael McBride, City Engineer . . , f. Bid Opening 131st Streetscape - IIIin.ois and Spring Mill Roundab.outs; Michael McBride, City Engineer g. Bid Opening Landscape - 116th t.o Shelb.orne R.oad; Michael McBride, City Engineer h. Bid A ward f.or the Carmel Streetscape 4th and Main R.oundab.out; Engled.ow $182,341.00; This was the I.owest and m.ost resp.onsive bid; 1'v1ichael McBride, City Engineer i. Bid Award f.or Illinois Street: 116th t.o D.orset Landscape; Engled.ow -$572,627.00; This was the I.owest and m.ost resp.onsive bid; Michael McBride, City Engineer ONE CIVIC SQUARE CARMEL, INDIANA 46032 317(571.2414 j. Bid Award for the HV AC Control Replacement Contract; Engineering Control System - $61,750.00; This was the most responsive bid however it was not the lowest bid. The lowest bid failed to include the 10% bid bond and failed to include other items that were included in the bid specs; Steve Engelking, Director of the Department of Administration 3. PERFORMANCE RELEASES a. Resolution No. BPW- 02-21-07-01; Morgan's Creek; Monuments and Markers; Jerry Corbier, Covenant Group, b. Resolution No. BPW-02-21-07-02; North Haven, Section 2-Block D, Lots 1&2; Sanitary Sewers, Monuments; Kevin Smith, Duke Realty Corporation 4. CONTRACTS a. Request for Purchases of Goods and Services; Interceptor Extension; Central Engineering & Construction: ($469,985.70); John Duffy, Director of the Department of Utilities b. Request for Purchases of Goods and Services; Engineered Control Systems; (Bid Award - $ 61,750.00); Steve Engelking, Director of the Department of Administration 5. USE OF CITY FACILITIES a. TABLED 217/2007; Request to Use City Streets; Bike Race; Saturday, June 23, 2007; Noon to 5:00 p.m.; TrueSport.Com b. Request to Use Gazebo and Common Area; Strawberry Festival; Saturday, June 9,2007 Noon to 7:00 p.m.; St. Christopher's c. Request to Use Gazebo and Common Areas; Bike to Work Day; Friday, May 18, 2007; 6:30 a.m. to 10:30 a.m.; Adrienne Keeling, City of Carmel d. Request to Use Caucus Room (2/3); Wednesday, March 7, 2007, 6:00 p.m. to 8:30 p.m.; Fairgreen Homeowners Association e. Request to Use City Streets; Triathlon; Sunday, April 22, 2007; 8:00 a.m. to 12:00 (Noon); Cannel Swim Club f. Request to Use City Streets; Velocity Sports Performance; Saturday, April 28, 2007; 8:00 a.m. to 10:00 a.m.; Molly Powell 6. OTHER a. Request for Water Availability; Brockway Public House, Village of West Clay, Section 3001-A Block E; Brandon Burke, The Schneider Corporation b. Request for Water Availability; CVS Pharmacy, 13090 Pettigru Drive; Village of West Clay; Future Section 6003; Andy Kern, Brenwick Development c. Request for Water Availability; Renaissance Hotel, 11925 North Meridian Street; Jeff Eagle, Winegardner & Hammons, Inc. d. Request for Commercial Curb Cut; CVS Pharmacy; 2 Curb Cuts on Moultrie Street and 2 Curb Cuts on Pettigru Drive; John McGregor, American Structurepoint, Inc. e. Request for Conflict of Interest; Doug Haney, City Attorney f. Request for Unpaid Leave of Absence for City Employee; Keith Smith, Carmel Fire Chief 7. ADJOURNMENT I I I BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, FEBRUARY 21,2007 -10:00 A.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE MEETING CALLED TO ORDER Mayor James Brainard called the meeting to order at 10:05 a.m. MEMBERS PRESENT Mayor James Brainard; Board Members, Mary Ann Burke and Lori Watson; Deputy Clerk Treasurer, Sandra Johnson and Lois Fine MINUTES The Minutes for the February 7, 2007 Regular Meeting were approved 2 - O. BID OPENING/ AWARDS Bid avenin!! for Old Meridian Street Water Main Proiect; Mayor James Brainard opened and read the bids aloud. Company Bid Amount Nikirk Yardberry Tramco Atlas Calumet Culy Millennium Central Engineering Infrastructure Sweeney Construction $302,330.00 $242,800.00 $323,530.00 $370,445.00 $402,730.00 $347,77].00 $320,732.00 $270,850.00 $257,800.00 $373,47] .00 The bids were given to John Duffy, Director of the Utilities Department, for review and recommendation at the next meeting. Bid avenin!! for Illinois Street Phase Jl Water Main Proiect: Mayor James Brainard opened and read the bids aloud. Company Bid Amount Atlas $789,000.00 I I I Nikirk Culy Tramco Valenti-Held Brackney Millennium Central Engineering lnfrastructure $664.800.00 $686.582.00 $734.972.50 $677,660.00 $777,222.00 $774,993.00 $649,530.00 $633,800.00 The bids were given to John Duffy, Director of the Utilities Department, for review and recommendation at the next meeting. Bid Oveninl! for 1] l'h Water Main Proiect; Mayor James Brainard opened and read the bids aloud. Company Bid Amount Atlas R&W Culy Tramco Infrastructure Mid-Ohio $543,138.00 $5]7,000.00 $599,680.00 $542,]92.50 $466,700.00 $630.362.00 The bids were given to John Duffy, Director of the Utilities Department,for review and recommendation at the next meeting. Bid Ovenine for] 36th Reconstruction - Ditch to Svrinl! Mill; Mayor James Brainard opened and read the bids aloud. Company Bid Amount E&B Paving Atlas Milestone Rieth-Riley Crider & Crider Calumet $3.248,287.93 $3,504,9] 0.71 $3,388,000.00 $3,360,741.00 $3,632,228.95 $3,178,386.72 The bids were given to Michael McBride, City Engineer for review and recommendation at the next meeting. Bid Oveninl! for] 36th Reconstruction -Svrinl! Mill to Oakridl!e; Mayor James Brainard opened and read the bids aloud. Company Bid Amount E&B Paving Atlas Milestone $3,8] 3,629.77 $4,229.572.81 $3,820,000.00 I Rieth-Riley Crider & Crider Calumet $4,027,691.00 $4,287,779.80 $3,662,730.36 The bids were given to Michael McBride, City Engineer for review and recommendation at the next meeting. Bid avenin!! for 131" Street Streetscave- lllinois and Svrin!! Mill Roundabouts; Mayor James Brainard opened and read the bids aloud. Company Bid Amount Engledow Becker M &G Landscape $210,206.70 $225,334.56 $234,491.00 The bids were given to Michael McBride, City Engineer for review and recommendation at the next meeting. Bid avenin!! for Landscavin!! - 116'}, and Shelborne; Mayor James Brainard opened and read the bids aloud. I Company Bid Amount Engledow $289,532.00 Crider & Crider $447,350.75 Teton Corp $282,000.00 The bids were given to Michael McBride, City Engineer for review and recommendation at the next meeting. Bid Award for the Carmel Streetscape 4'}, and Main Roundabout; En!!ledow $182,341.00; this was the lowest and most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Award for lllinois Street; 116'" to Dorset Landscave; Enrdedow -$572,627.00; this was the lowest and most resvonsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Bid Award for the HVAC Control Replacement Contract; Enf!ineerin!! Control Svstem - $61.750.00; this was the most resvonsive bid however it was not the lowest bid. The lowest bid failed to include the 10% bid bond and failed to include other items that were included in the bid specs; Opinion Letter from Citv Attornev attached; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. I I I I PERFORMANCE RELEASES Resolution No. BPW- 02-21-07-01; Morl!an's Creek; Monuments and Markers; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. Resolution No. BPW-02-21-07-02; North Haven, Section 2-Block D, Lots 1 &2; Sanitarv Sewers, Monuments: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. CONTRACTS ReQuest for Purchases of Goods and Services; /ntercevtor Extension; Central Enl!ineerinl! & Construction; ($469.985.701: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest for Purchases of Goods and Services; Enrdneered Control Svstems: (Bid Award - $ 61.750.00); Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3- O. USE OF CITY FACILITIES Withdrawn 2/2112007; TABLED 2/7/2007; ReQuest to Use Citv Streets: Bike Race; Saturdav. June 23, 2007: Noon to 5:00 V.m.: ReQuest to Use Gazebo and Common Area: Strawberrv Festival; Saturdav. June 9. 2007 Noon to 7:00 Jll!1,;. Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest to Use Gazebo and Common Areas; Bike to Work Dav: Fridav. Mav 18.2007: 6;30 a.m. to /0;30 a.m.; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3- O. ReQuest to Use Caucus Room (2/3 I: Wednesdav. March 7, 2007. 6:00 V.m. to 8:30 v.m.: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest to Use Citv Streets; Triathlon: Sundav. Avril 22, 2007; 8;00 a.m. to /2:00 (Noon): Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest to Use Citv Streets; Velocitv Svorts Performance: Saturdav. Avril 28. 2007: 8:00 a.m. to /0:00 a.m.: Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3- O. I I I OTHER ReQuest for Water Availabilitv; Brockwav Public House. Villai<e of West CIa)). Section 3001-A Block g;, Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest for Water Availabilitv; CVS Pharmacv. 13090 Pettii<ru Drive; Villai<e of West Clav; Future Section 6003; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest for Water Availabilitv; Renaissance Hotel. 11925 North Meridian Street; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest for Commercial Curb Cut; CVS Pharmacv; 2 Curb Cuts on Moultrie Street and 2 Curb Cuts on Pettii<ru Drive; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest for Conflict of 1nterest; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ReQuest for Unvaid Leave of Absence for Citv Emvlovee; Mayor Brainard moved to approve. Board Member Burke seconded. Request approved 3-0. ADJOURNMENT May" 8mu"," odjo"m,d ,h, M,,"", ~ 9 ~ Diana L. Cordray, IAMC Clerk-Treasurer Approved, Il~ / J~ff____/ ~or James Brainard Diana L. Cordray, I Clerk -Treasurer MEMORANDUM TO: Doug Haney, City Attorney; Board ofPulilic Works and Safety FROM: Thomas D. Perkins, Assistant City Attorney ~ Heating system maintenance bid award RE: DATE: February 16, 2007 --------------------------------------------------- ---------------------------------------------------- The Maintenance Department invited bids for vendors to maintain and upgrade the heating system within City Hall. Two of the bidders were Aircon and Engineering Control Systems, Inc. The lowest bidder was Aircon at $46,780.00. The Engineering Control Systems, Inc., bid was $61,750.00 However, the Aircon bid failed to comply in several ways with the bid invitation. Prior to writing the bid specifications, Jeff Barnes determined the criteria for the bid that best served the interest of the City, in terms of maintenance, safety and reliability. The bid proposal was written , with those specifications of in mind. Of the bids, the one submitted by Engineering Control Systems, Inc., was the lowest bid that complied with all of the bid specifications. Aircon was non-compliant in several ways. Under Indiana Code 36-1-12--4(10) the bid awarding agency can make a determination as to which bid, is most responsive to the invitation for bids. This includes whether the bid conforms in all material respects to the specifications in the invitation. There are many specifications where the Aircon bid is noncompliant. These include, but are not limited to: I) No bid bond or certified check in an amount not less than 10% of the bid amount was included in the bid; 2) The bid did not include discharge air temperature sensors, discharge air temperature controller, return air temperature controller, mixed air controller, supply/return air controls, electric heat controller, and various other controls on the air handler units. In my opinion, the Aircon bid was not materially responsive as required under Indiana Code 36-1-12- 4( I 0). Therefore, the bid award to Engineering Control Systems, Inc., is legally permissible as it was the lowest responsible and responsive bidder.