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Home My WebLink AboutBPW Meeting Minutes 04-03-24Board of Public Works and Safety Meeting Agenda Wednesday, April 3, 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 10:00 AM. MEMBERS PRESENT Board Members Laura Campbell and Alan Potasnik. Also, present City Clerk Jacob Quinn and Jessica Dieckman. MINUTES Minutes from the March 20, 2024, Regular Meeting. Board Member Potasnik moved to approve. Board Member Campbell seconded. Minutes approved 2-0. BID OPENING AND AWARD Bid Award for 2024 Fiber Infrastructure Project; Chris Ogg, Assistant City Engineer, recommended awarding the quote to CSU, Inc., for $199,600.66, as they were the lowest bidder and most responsive. Board Member Potasnik moved to award the bid to CSU, Inc in the amount of $199,600.66. Board Member Campbell seconded. Award approved 2-0. Bid Opening for 22-ENG-01 Monon Boulevard Phase 3 Board Member Potasnik opened the bids, and Board Member Potasnik read them aloud: Contractor Bid Williams Charles Construction Company, LLC $13,177,000.00 Morphy Construction $13,100,000.00 Upon review from the Engineering Department, Morphy Construction Bid had an error in their bid, so the correct amount for the bid was $13,415,296.39. TABLED ITEMS 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; TABLED ON 03-06-2024; Board Member Potasnik moved to take the request from the table. Board Member Campbell seconded. Approved 2-0. Sergey Grechukhin, Corporation Counsel, briefly says that in order to lease a property that is not for public use, it has to be approved by the City Council if the amount we are thinking about collecting is above a certain amount. The City Council approved this item at their last meeting. This is the final step for the city to move forward with a lease DocuSign Envelope ID: 6BDF4B1B-CD17-4BCC-BA9C-91F658DA575F draft and find an attendant for that property. Two appraisals determined the right amount. Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. CONTRACTS Request for Purchase of Goods and Services; Kelley Automotive Group, LLC; ($924,209.00); Purchase and Lease of Vehicles; Sergey Grechukhin, Corporation Counsel, briefly speaks, the purchase of 22 vehicles, it’s an annual CPD purchase of vehicles, and they rotate vehicles on a four- year basis, so they remain in good working order. The original bid was created in the city of Fort Wayne, Indiana. Fort Wayne had overbid, and they had an excess of vehicles, so Carmel wanted to piggyback on that. If one municipality complies with bidding requirements, which Fort Wayne did, the other municipality can do without a bidding process. It qualifies as a special purchase under Indiana Code 5-22-10-5. Three exceptions apply to this: savings to governmental bodies, governmental discount available, and compatibility of equipment, accessories, and replacement parts. Kelley Automotive Group has been providing police vehicles for several years now and is one of the biggest suppliers of police vehicles. Kelley Automotive Group does offer a discount; the discount was $73,533. Board Member Potasnik moved to approve. Board Member Campbell seconded. Request Approved 2- 0. Plaza Operating Agreement; Edward Rose Development Carmel, LLC; ERS Old Meridian; Sergey Grechukhin, Corporation Counsel, briefly speaks; this is an agreement that outlines the responsibility of two parties for the maintenance of a public plaza. Most of the maintenance is the responsibility of the developer. Board Member Potasnik moved to approve. Board Member Campbell seconded. Approved 2-0 Resolution BPW 04-03-24-01; Authorizing City Engineer to Release or Modify Performance Bonds and Other Performance Guarantees; Sergey Grechukhin, Corporation Counsel, briefly says that this resolution allows the city engineer to release and modify performance bonds without the BPW getting involved. It is not necessary under Indiana law, and the engineering department is more than capable of doing this; they have been involved with every project. Board Member Potasnik moved to approve. Board Member Potasnik seconded. Resolution approved 2-0. Request for Purchase of Goods and Services; ($199,600.66); CSU Inc; 22-ENG-13- 2024 Fiber Infrastructure Project; Board Member Potasnik moved to approve. Board Member Campbell moved to approve. Request Approved 2-0 Resolution BPW 04-03-24-02; Authorizing Department Heads to Enter into Mutual Aid and Other Non-Monetary Reciprocal Agreements; Sergey Grechukhin, Corporation Counsel, briefly speaks, CPD and CFD enter into agreements with neighboring departments for mutual aid and emergency situations. It is a non-monetary agreement, and no money is exchanged. If there is a significant emergency in surrounding counties and beyond, if we have a mutual aid agreement, our departments can help, and vice versa. For example, big fires, certain emergency situations, terrorist attacks, big collisions, etc. The department heads have already been approving these items, this is more of a housekeeping item. Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. DocuSign Envelope ID: 6BDF4B1B-CD17-4BCC-BA9C-91F658DA575F REQUEST TO USE CITY STREETS/PROPERTY Request to Reserve Parking Spaces Along City Center Drive; Tour Van and Trailer; April 5 through April 7, 2024; 12:00 PM to 8:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Civic Square Gazebo/Lawn and Close City Streets; Special Request to Use Electricity and Fountain Restroom; Carmel Eclipse; April 8, 2024; 7:00 AM to 5:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Japanese Garden; Japanese Sister City Committee Meeting; April 14, 2024; 3:30 PM to 6:30 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for EMS Services; 5k Fundraiser for Creekside Middle School; April 27, 2024; 7:00 AM to 10:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Midtown Plaza and Close City Streets; Midtown Block Party 2024; May 11, 2024; 8:00 AM to 10:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Close City Streets; Lakes at Hazel Dell Neighborhood HOA Camp Out; May 24 through May 25, 2024; 3:00 PM to 9:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Carter Green and Palladium East Patio; Special Request to Use Electricity; Wedding Ceremony; June 8, 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 Civic Square Gazebo/Lawn; Special Request to Use Electricity and Fountain Restrooms; Indiana Wind Symphony Performance; June 14, 2024; 4:00 PM to 10:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Civic Square Gazebo/Lawn; Special Request to Use Fountain Restrooms; Shabbat in the Park; June 21, 2024; 4:00 PM to 8:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Carter Green; Special Request to Use Electricity and the James Building Restrooms; Carmel Pride; June 30, 2024; 6:00 AM to 11:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Civic Square Fountain Area, Civic Square Gazebo/Lawn, and Close City Streets; Special Request to Use Electricity, Fountain Restrooms, and Reflecting Pool Restrooms; CarmelFest and CarmelFest Fourth of July Parade; July 2 through July 5, 2024; 12:00 PM to 12:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. DocuSign Envelope ID: 6BDF4B1B-CD17-4BCC-BA9C-91F658DA575F Request to Use the City Hall Parking Lot; Special Request to Use Electricity; CarmelFest Kids Zone; July 3 through July 4, 2024; 7:00 AM to 10:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Close City Streets; CarmelFest Freedom Run; July 4, 2024; 7:00 AM to 10:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Close City Streets; 3rd Ave Block Party; August 3, 2024; 2:00 PM to 8:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Palladium East Patio; Wedding Ceremony; August 10, 2024; 2:00 PM to 6:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Reflecting Pool; Special Request to Use Electricity and Reflecting Pool Restrooms; Remote Control Submarine Club Convention/Fun Run; August 10 through August 11, 2024; 7:00 AM to 3:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Carter Green, Palladium East Patio, and Close City Streets; Special Request to Use Electricity and James Building Restrooms; 2nd Annual Carmel Jazz Festival; August 9 through August 10, 2024; 12:00 AM to 11:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Close City Streets; 8th Annual Run (317) Village of West Clay Run/Walk; August 29, 2024; 12:00 PM to 9:30 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Palladium East Patio; Special Request to Use Electricity; Wedding Ceremony; August 31, 2024; 2:00 PM to 6:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. OTHER Request for Open Pavement Cut and Lane Restriction; Spring Mill Road & Burlington Lane; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Waiver of BPW Resolution No. 04-28-17-01; 10408 N College Ave; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Curb Cut; 145 Lantern Lane; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Lane and Sidewalk Restrictions; City Center Drive; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. DocuSign Envelope ID: 6BDF4B1B-CD17-4BCC-BA9C-91F658DA575F Request for Right of Way Dedication; L’Etoile; 833 W Main Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Right of Way Dedication; 20-ENG-04-S- College Ave; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Grant of Perpetual Stormwater Quality Management Easement; L’Etoile; 833 W Main Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Stormwater Technical Standards Waiver; The Edge at West Carmel; 11335 N Michigan Road; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Consent to Encroach; 560 Cedar Lake Court; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Consent to Encroach; 833 W Main Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. ADD-ONS ADJOURNMENT Board Member Campbell adjourned the meeting at 10:28 AM. APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Mayor Sue Finkam ATTEST: __________________________________ Jacob Quinn – City Clerk DocuSign Envelope ID: 6BDF4B1B-CD17-4BCC-BA9C-91F658DA575F