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Home My WebLink AboutBPW Meeting Minutes 04-17-24Board of Public Works and Safety Meeting Agenda Wednesday, April 17, 2024 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Mayor Finkam called the meeting to order at 10:01 AM. MEMBERS PRESENT Mayor Sue Finkam, Board Members Laura Campbell, Alan Potasnik, and Deputy Clerk Jessica Dieckman. MINUTES Minutes from the April 3, 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-ENG-01 Monon Boulevard Phase 3; Chris Ogg, Assistant City Engineer, recommended awarding the quote to William Charles Construction Company, LLC, for $13,177,000.00, as they were the lowest bidder and most responsive. 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. Board Member Campbell moved to award the bid to William Charles Construction Company, LLC for $13,177,000.00. Board Member Potasnik seconded. Award approved 3-0. Bid Opening for Water Treatment Plant Backup Generator Installation Board Member Potasnik opened the bid, and Board Member Potasnik read them aloud: Contractor Bid Gaylor Electric, Inc. $605,443.00 CONTRACTS Request for Purchase of Goods and Services; Macqueen Equipment, LLC; ($3,495,715.00); Enforcer Pumper and Enforcer Tiller; Chief Haboush, Fire Chief, briefly speaks, this contract is for a new fire engine and new tiller ladder truck. These are to replace Engine 44 at Station 44 on E Main Street and the ladder truck at Station 41. We have an apparatus replacement schedule in place. The engine takes approximately 3 years to get, and the ladder truck takes approximately 4 years. We will pay for these trucks out of our Ambulance Fund. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. DocuSign Envelope ID: 05596003-6176-4FF5-8B92-1E8683D8F1AA Resolution BPW 04-17-24-01; Request for Acknowledgement of Contract between City and Vendor; AVI Systems, Inc.; ($1,033,339.98); Upgrade to Carmel EOC; Timothy Renick, Director of Information and Technologies, briefly speaks that this is an upgrade to the current EOC. This equipment is at least 7 years old and has had some equipment failure. Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. Request for Agreement for Professional Services; HWC Engineering, Inc., ($72,700.00); Carmel Drive and AAA Way Intersection and Regional Drainage-Water and Sanitary Design; Additional Service Amendment #6b; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; William Charles Construction Company, LLC; ($13,177,000.00); 22-ENG-01 Monon Boulevard Phase 3; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Resolution BPW 04-17-24-04; Request for Acknowledgment of Contract between City and Vendor; The Burdette Agency, Inc. d/b/a North Star Place Branding + Marketing; ($92,000.00); Marketing & Branding Professional Services; Mayor Finkam briefly speaks that this agency was chosen from an RFI process where several vendors were asked to attend and a committee was formed. We did not choose a local firm because this company was clearly more experienced and was a third of the cost of the other companies. Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. Resolution BPW 04-17-24-02; Request for Acknowledgment of Contract between City and Vendor; Insituform Technologies USA, LLC; 2024 Sewer Lining; John Duffy, Director of Utilities, briefly speaks that this contract is for the lining of a large diameter sanitary sewer. This sewer was put in 1982; it’s our north-to-south sewer interceptor because it runs from 146th Street to 106th Street. In the proximity of the roundabout of 126th and Gray, there is a hole on top of the pipe, and the casing is preventing a large sinkhole from happening. If we lose that, we will lose the whole roundabout. The pipe is 30 feet deep, and there is no digging it up, so we had to get a contractor on board to get to that section of the pipeline. We need to move quickly because we don’t have enough time to do a bidding process. Contractors are scheduled for May 6 to get started on the project. Sergey Grechukhin, Corporation Counsel, says that we could not comply with the regular Indiana purchasing requirements because we had to move so quickly. To comply with Indiana Code 36-1-12-9, we ask that you declare an emergency on this item and ratify a contract with Insituform Technologies to comply with the statute. We solicited two quotes as required, and Insituform Technologies provided us with an acceptable quote for quickly and efficiently repairing the hole in the pipe. The second company quote we solicited was from SMK. We did comply with statute requirements for declaration of emergency. Board Member Campbell moves to declare an emergency. Board Member Potasnik seconded the motion. Emergency Motion approved 3-0. 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; ($4,307,282.91); 24-STR-02 Paving Program; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. DocuSign Envelope ID: 05596003-6176-4FF5-8B92-1E8683D8F1AA REQUEST TO USE CITY STREETS/PROPERTY Request to Use/Close City Streets; Carmel Elementary Pup Running Practice; April 23, 2024; 3:00 PM to 3:30 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 Fountain Restrooms and Electricity; Hamilton County Law Enforcement Memorial Service; May 1, 2024; 8:00 AM to 8:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Civic Square Fountain Area, Civic Square Gazebo/Lawn, and Close City Streets; Special Request to Use Electricity and Fountain Restrooms; National Night Out; August 6, 2024; 3:00 PM to 8:30 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use/Close City Streets; Block Party and Celebration of New Lighting in Neighborhood; May 3, 2024; 5:00 PM to 9:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Midtown Plaza; Global Running Day; June 5, 2024; 6:00 AM to 2:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Palladium East Patio and Carter Green; Special Request to Use Electricity; Wedding Ceremony; June 28, 2024; 1:00 PM to 8:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Midtown Plaza; Fundraising Table for The Crossroads of America Council, Boy Scouts; August 1, 6, 8, 13, 15, 20, 22, 27, 29, and September 3, 5, 10, 12, 17, 19, 24, 26, 2024; 6:00 PM to 8:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Midtown Plaza and Close City Streets; Annual Bike Roundabout Ride; September 14, 2024; 6:00 AM to 2:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Carter Green and Close City Streets; Center Celebration 2024; September 20 through 23, 2024; 9:00 AM to 4:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Palladium East Patio and Carter Green; Special Request to Use Electricity; Wedding Ceremony; September 28, 2024; 3:00 PM to 8:00 PM; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. OTHER Request for Encroachment Agreement; Marathon Pipe Line, LLC; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. DocuSign Envelope ID: 05596003-6176-4FF5-8B92-1E8683D8F1AA Request for Open Pavement Cut and Lane Restriction; 622 S Rangeline Road; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Waiver of BPW Resolution No. 04-28-17-01; 11477 Towne Road; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Waiver of BPW Resolution No. 04-28-17-01; 751 Oswego Road; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Curb Cut; 210 Stubbs Way; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Driveway Width Waiver; 10405 Hussey Lane; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Grant of Perpetual Stormwater Quality Management Easement; 14311 Clay Terrace Blvd; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Consent to Encroach; 536 Terhune Lane; Board Member Campbell moved to approve. Board Member Potasnik seconded. Request approved 3-0. Uniform Conflict of Interest Disclosure Statement; Mark Taylor; Lucas Ray, Deputy Chief of Administration with Carmel Fire Department, briefly speaks that Mark Taylor has started a new business and is wrapping some of the vehicles. Board Member Campbell moved to acknowledge. Board Member Potasnik seconded. Acknowledgment approved 3-0. Resolution BPW 04-17-24-03; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Approving the Transfer and Presentation of Pistol and Badge to Robert P Harris; 28 years of Meritorious Service; Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. Resolution BPW 04-17-24-05; Approving the Appointments of Police Chief’s Executive Assistants; Lieutenant Brady Myers, Deputy Chief of Police Services, Lieutenant D.J. Schoeff, Deputy Chief of Administration, and Lieutenant Anna Flaming, Major of Performance and Planning; Board Member Campbell moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. ADD-ONS Request for Purchase of Goods and Services; Altec Industries, Inc.; ($101,567.00); Sergey Grechukhin, Corporation Corporation Counsel, briefly speaks; the first item is a contract for 2025 Ford F600 wood chipper body truck with Altec Industries, Inc. The truck has advanced wood-chipping capabilities. Board Member Campbell moved to add an item to the agenda. Member Potasnik seconded. Approved 3-0. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. Reimbursement Agreement between the City of Carmel and Marathon Pipe Line, LLC; Sergey Grechukhin, Corporation Corporation Counsel, briefly speaks; the second item is a reimbursement agreement with Marathon Pipe Line, LLC relating to the City’s College Avenue Reconstruction DocuSign Envelope ID: 05596003-6176-4FF5-8B92-1E8683D8F1AA Project (the “Project”) precisely at the intersection of 103rd Street and College Avenue. As a result of the Project, Marathon Pipe Line would have to perform casing work to protect its underground gas pipeline at that intersection. The cost of the work is expected to be around $310,000.00. However, due to the inconsistencies with easement documents, specifically perceived ownership gaps, we negotiated a 50/50 cost split with Marathon instead of being solely responsible for the cost of the required work. The Agreement outlines the reimbursement and related terms. Chris Ogg did a lot of legwork on this Project and was instrumental in achieving this great deal for the City. I will be happy to answer any questions you may have. Board Member Campbell moved to add an item to the agenda. Member Potasnik seconded. Approved 3-0. Board Member Campbell moved to approve. Board Member Potasnik seconded. Request was approved 3-0. ADJOURNMENT Mayor Finkam adjourned the meeting at 10:33 AM APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Mayor Sue Finkam ATTEST: __________________________________ Jacob Quinn – City Clerk DocuSign Envelope ID: 05596003-6176-4FF5-8B92-1E8683D8F1AA