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HomeMy WebLinkAboutBPW Meeting Minutes 07-17-24Board of Public Works and Safety Meeting Minutes Wednesday, July 17, 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. City Clerk Jacob Quinn and Jessica Dieckman are also present. MINUTES Minutes from the June 19, 2024, Regular Meeting. Board Member Potasnik moved to approve. Board Member Campbell seconded. Minutes approved 2-0. BID OPENINGS, RECOMMENDATIONS, AND AWARDS Bid Recommendation for Eighteen Used “AS-IS’ Police Vehicles: Brady Myers, Deputy Chief of Police Services, the Police Department, would respectfully recommend declining or rejecting this bid. The Police Department would like to take the police vehicles to auction. Board Member Potasnik moves to approve the rejection of the bid. Board Member Campbell seconded. Bid Rejected 2-0 Bid Award AV-Improvements; Morgan Rhinehart, Information and Communication Systems recommended awarding the quote to AVI Improvements for $534,741.00 as they were the lowest bid and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Award approved 2-0. Bid Award for 24-STR-03 Path Preservation; Crystal Edmondson, Street Department recommended awarding the quote to Howard Asphalt LLC, for $174,500.00 as they were the lowest bid and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Award approved 2-0. Bid Award for 24-STR-04 Road Rejuvenation; Crystal Edmondson, Street Department recommended awarding the quote to Allstar Paving, LLC, for $332,500.00 as they were the lowest bid and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Award approved 2-0. Bid Award for Test Production Well; Mike Hendricks, Carmel Utilities recommended awarding the quote to National Water Services, LLC, for $284,482.00 as they were the lowest bid and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Award approved 2-0. Docusign Envelope ID: C41A1EC7-DDCD-4187-8ABD-E92CBE940485 Bid Award for Six Points Road Water Main Extension; Mike Hendricks, Carmel Utilities recommended awarding the quote to TPI Utility Construction, LLC, for $499,350.00 as they were the lowest bid and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Award approved 2-0. TABLED ITEMS Request for Restricted Parking Spaces; Tre on Main-41 N. Rangeline Road; Justin Harbin, Tier One Valet TABLED ON 05-01-24 REMAINS TABLED WITHDRAWN: Request to Use Monon & Main Plaza; Flavor-Ice Giveaway; July 13, 2024 3:00 PM to 8:00 PM; Lisa Elmore, Hamilton County Republican Party TABLED 06-19-24 CONTRACTS Resolution BPW 07-17-24-02; Request for Acknowledgment of Contract between City and Vendor; Commercial Office Environments, Inc.; ($68,989.30); Furniture and Fixtures; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Resolution BPW 07-17-24-05; Request for Acknowledgment of Contract between City and Vendor; AT&T; ($55,820.00); 22-ENG-01, Monon Blvd Phase 3 Reimbursement Agreement; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Resolution BPW 07-17-24-06; Request for Acknowledgment of Contract between City and Vendor; Landscape Structures, Inc; ($2,237,300.00); 22-ENG-01-Monon Blvd, Playground Equipment; Michael Klitzing Director of Carmel Parks and Recreation briefly speaks; we have several illustrations of the Playgrounds. We want to expand and re-innovate the current playgrounds in the community. This one will be called The Play Garden. This will be along the Monon and City Center Drive. We liked Landscape Structures, Inc. because they were the most creative with their designs. We also have a great history with Landscape Structures, Inc., and have been working with them for years. It will likely be completed in 2025. Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Request for Purchase of Goods and Services; AVI Systems, Inc.; ($534,741.00); AV-Improvements; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Purchase of Goods and Services; Engledow, Inc; ($107,964.00); Holiday Market Decorations; Additional Services Amendment; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Resolution BPW 07-17-24-03: Request for Acknowledgement of Contract between City and Vendor; Republic Services of Indiana, L.P. ($43,103,640.00); City-Wide Residental Solid Waste, Yard Waste, Recycling Collection and Disposal Contract; Sergey Grechukhin, Corporation Counsel briefly speaks; this is just a housekeeping item. This contract was awarded in December and was just not returned to the BPW for final approval. Mayor Brainard executed this contract and has been up and in operation Docusign Envelope ID: C41A1EC7-DDCD-4187-8ABD-E92CBE940485 for the last six months. Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Request for Agreement between City of Carmel and Vendor; National Water Services, LLC; ($284,482.00); Test Production Well; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Carter Green; Special Request to Use Electricity; Wedding; May 17, 2025; 1:30 PM to 5:30 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Civic Square Gazebo and Lawn; Special Request to Use Fountain Restrooms; Luath Associate Family Picnic; August 4, 2024; 12:00 PM to 5:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use/Close City Streets; Mia’s Movement 5k; August 10, 2024; 8:00 AM to 11:55 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Carter Green & East Patio of Palladium; Special Request to Use Electricity and Reflecting Pool Restrooms; Carmel Christkindlmarkt; September 30, 2024 through January 10, 2025; 8:00 AM 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 and Lawn; Carmel High School Class of 2014 10-Year Reunion; September 28, 2024; 11:00 AM to 7:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request to Use Carmel City Center and Close City Streets; Special Request to Use Electricity; OktoberFest; October 4, 2024; 7:00 AM to 11:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. OTHER Request of Right of Way Dedication; 622 S Rangeline; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Resolution BPW 07-17-24-01; Request for Acknowledgment of Contract between City and Vendor; Grant of Easement Agreement; 10455 N College Ave, Carmel, IN 46032; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. Request for Partial Release of Easement; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Docusign Envelope ID: C41A1EC7-DDCD-4187-8ABD-E92CBE940485 Request for Curb Cut; 747 E 108TH Street; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Stormwater Technical Standards Waiver; Cherry Tree Elementary; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Stormwater Technical Standards Waiver; 10920 Michigan Road; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Consent to Encroach; 2218 Irish Rose Lane; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for Consent to Encroach; 10520 Woodhall Lane; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Request for a Replat; Sanctuary at 116th, Section 3 Lots 106 & 108; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request was approved 2-0. Resolution BPW 07-17-24-04; 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 Officer Gregory Scott Dewald; 20 Years of Meritorious Service; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. ADD-ONS Board Member Potasnik moved to add an item to the agenda. Member Campbell seconded. Add-on Approved 2-0. Resolution BPW 07-17-24-07; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Amending the Small Purchase Policy; Sergey Grechukhin, Corporation Counsel briefly speaks; The resolution amends previously-adopted Small Purchases Policy by changing the City executive responsible for review and execution of contracts between $20,000 to $50,000 from the Chief of Staff to CFO/Controller. This is the only change. We conducted several discussions regarding this change, and the consensus was that with the new budgeting format and financial considerations associated with contracts generally, it would make a lot more sense for the City’s financial officer to have a secondary review and signatory power rather than Chief of Staff whose duties rarely involve monetary transactions. Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution was approved 2-0. ADJOURNMENT Board Member Campbell adjourned the meeting at 10:21 AM. Docusign Envelope ID: C41A1EC7-DDCD-4187-8ABD-E92CBE940485 APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Mayor Sue Finkam ATTEST: __________________________________ Jacob Quinn – City Clerk Docusign Envelope ID: C41A1EC7-DDCD-4187-8ABD-E92CBE940485