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HomeMy WebLinkAboutPaperless Packet for BPW Meeting 11-06-24Board of Public Works and Safety Meeting Agenda Wednesday, November 6, 2024 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the October 16, 2024, Regular Meeting 2. BID OPENINGS, RECOMMENDATIONS, AND AWARDS a. Bid Opening for 2024 Water Main Improvements; John Duffy, Director of Utilities b. Bid Opening for River Road Water Main Extensions; John Duffy, Director of Utilities c. Bid Recommendation for 2025 Rock Salt for Drinking Water Softening; John Duffy, Director of Utilities 3. TABLED ITEMS a. Request for Restricted Parking Spaces; Tre on Main-41 N. Rangeline Road; Justin Harbin, Tier One Valet TABLED ON 05-01-24 4. CONTRACTS a. Request for Acknowledgment of Contract between City and Vendor; Gridics LLC; ($105,00.00 total, $35,000.00 annually); 3-Year Software Provider Contract; Mike Hollibaugh, Director of Department of Community Services b. Request for Purchase of Goods and Services; United Construction Services, LLC; ($8,930.85); 20 ENG-06 Haverstick Road MU Path; CO #1; Brad Pease, Director of Engineering c. Request for Utility Reimbursement Agreement between City of Carmel and Vendor; Duke Energy Indiana, LLC; ($547,591.58); 20-ENG-04 College Avenue; Brad Pease, Director of Engineering d. Request for Purchase of Goods and Services; Barth Electric Co. Inc.; ($1,108.00); 23- STR-09 Tarkington Lighting; CO #2; Matt Higginbotham, Street Commissioner 5. REQUEST TO USE CITY STREETS/PROPERTY a. Request to Use/Close City Streets; Late Night on Main; June 21, 2025; 2:00 PM to 3:00 AM; Sondra Schwieterman, Carmel Porchfest, Inc. b. Request to Use/Close City Streets; Late Night on Main; July 19, 2025; 2:00 PM to 3:00 AM; Sondra Schwieterman, Carmel Porchfest, Inc. c. Request to Use/Close City Streets; Late Night on Main; August 16, 2025; 2:00 PM to 3:00 AM; Sondra Schwieterman, Carmel Porchfest, Inc. d. Request to Use North Doors of City Hall; Amending Event; (Originally Approved by the Board on 09-18-24); Civil Wedding Ceremony; September 6, 2025; 1:00 PM to 4:00 PM; Emma Paris e. Request to Use Carter Green; Special Request to Use Electricity and James Building Restrooms; Secret Families of Hamilton County Fall Festival and Vendor Boutique Fair; September 21, 2025; 8:00 AM to 6:00 PM; Leachia Kern, Secret Families of Hamilton County f. Request to Use Midtown Plaza; Special Request to Use Electricity; City of Carmel Holiday Trolley; November 22 through December 21, 2024; 8:00 AM to 4:00 AM; Tierra Bush, City of Carmel 6. OTHER a. Request for Approval of the 2025 Board of Public Works Meeting Calendar b. Request for DORA Designation; Peace Water Winery, LLC; Scott Burton, Peace Water Winery c. Request for Consent to Encroach; 701 Woodbine Drive; Property Owners d. Request for Consent to Encroach; 12635 Enclave Court; Property Owners e. Request for Grant of Perpetual Stormwater Quality Management Easement; 3309 E 146th Street; Samm, LLC, Property Owner f. Request for Right Away Dedication; 4130 W 131st Street; Property Owner g. Request for Stormwater Technical Standards Waiver; Leo at Carmel; Weihe Engineers h. Request for Revocation of Consent to Encroach; 41 North Rangeline; Lot One Partners, LLC 7. ADD-ONS 8. ADJOURNMENT Board of Public Works and Safety Meeting 1 Minutes 2 Wednesday, October 16, 2024 – 10:00 a.m. 3 Council Chambers City Hall, One Civic Square 4 5 6 7 MEETING CALLED TO ORDER 8 9 Board Member Potasnik called the meeting to order at 10:00 AM 10 11 MEMBERS PRESENT 12 13 Board Members James Barlow, Alan Potasnik, City Clerks Jacob Quinn, and Jessica Dieckman are 14 present. 15 MINUTES 16 Minutes from the October 2, 2024, Regular Meeting. Board Member Barlow moved to approve. Board 17 Member Potasnik seconded. Minutes approved 2-0. 18 TABLED ITEMS 19 Request for Restricted Parking Spaces; Tre on Main-41 N. Rangeline Road; TABLED ON 05-01-24 20 REMAINS TABLED 21 22 CONTRACTS 23 24 Request for Purchase of Professional Services; Clark Dietz, Inc.; ($151,428.00); 22-ENG-05-99th Path 25 from Westfield Blvd to Haverstick Road; Additional Services Amendment 3; Board Member Barlow 26 moved to approve. Board Member Potasnik seconded. Request approved 2-0. 27 Request for Purchase of Goods and Services; JAF Property Services, Inc.; ($2,800.00); Access 28 Control for Doors; CO #1; Board Member Barlow moved to approve. Board Member Potasnik 29 seconded. Request approved 2-0. 30 Request for Purchase of Professional Services; CrossRoad Engineers, P.C.; ($104,000.00); Paver 31 Project; Additional Services Amendment; Board Member Barlow moved to approve. Board Member 32 Potasnik seconded. Request approved 2-0. 33 Resolution BPW 10-16-24-01; Request for Acknowledgment of Contract between City and Vendor; 34 CC&T Construction, Inc.; ($89,820.00); Sidewalk Along Gradle Drive; Board Member Barlow moved to 35 approve. Board Member Potasnik seconded. Resolution approved 2-0. 36 REQUEST TO USE CITY STREETS/PROPERTY 37 38 Request to Use Carter Green and Use/Close City Streets; Special Request to Use Electricity and James 39 Building Restrooms; Carmel Pride; June 29, 2025; 12:00 PM to 10:00 PM; Board Member Barlow 40 moved to approve. Board Member Potasnik seconded. Request approved 2-0. 41 Request to Use Civic Square Gazebo/Lawn and Use/Close City Streets; Special Request to Use 42 Electricity and Fountain Restrooms; Indiana Women’s Running Festival Half Marathon; August 29, 43 2025, through August 30, 2025; 1:00 PM to 1:00 PM (Next Day); Board Member Barlow moved to 44 approve. Board Member Potasnik seconded. Request approved 2-0. 45 Request to Use Midtown Plaza and Use/Close City Streets; Amending Event; (Originally Approved by 46 the Board on 08-21-24); Special Request to Use Electricity; Diwali Celebration and Cultural Festival 47 of Lights; October 26, 2024; 8:00 AM to 10:00 PM; Board Member Barlow moved to approve. Board 48 Member Potasnik seconded. Request approved 2-0. 49 Request to Use City Streets; Movember Men’s Health Awareness; November 4, 2024; 8:00 AM to 50 10:00 AM; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request 51 approved 2-0. 52 Request to Use the Midtown Plaza and Use/Close City Streets; Colts Away Game Watch Party vs New 53 England Patriots; December 1, 2024; 10:00 AM to 6:00 PM; Board Member Barlow moved to 54 approve. Board Member Potasnik seconded. Request approved 2-0. 55 56 OTHER 57 Request of Right Away Dedication; 22-ENG-07 Project; Board Member Barlow moved to approve. 58 Board Member Potasnik seconded. Request approved 2-0. 59 Request for Waiver of BPW Resolution No. 04-28-17-01; Installation of a Mid-Span Utility Pole; 504 60 E City Center; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request 61 approved 2-0. 62 Request for Waiver of BPW Resolution No. 04-28-17-01; Installation of a Mid-Span Utility Pole; 802 63 w Main Street; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request 64 approved 2-0. 65 Request for Waiver of BPW Resolution No. 04-28-17-01; Maintenance of 23 Existing Poles; Board 66 Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 2-0. 67 68 ADD-ONS 69 Board Member Barlow moved to add one add-on item to the agenda. Board Member Potasnik 70 seconded. The add-on was approved 2-0. 71 72 Request to Use City Streets; Event for Merchants Bank and Merchants Capital Employees; October 73 25, 2024; 10:00 AM to 3:00 PM; Sergey Grechukhin, Corporation Counsel, briefly speaks; this 74 request is to place a food truck for a two-hour event for Merchants Bank’s employees on the east side 75 of the Merchants Bank Building. The truck will occupy two parking spaces. Board Member Barlow 76 moved to approve. Board Member Potasnik seconded. Request Approved 2-0. 77 78 Board Member Barlow moved to add one add-on item to the agenda. Board Member Potasnik 79 seconded. The add-on was approved 2-0. 80 81 Request to Use City Streets; Public Awareness Photo Installation for Mental Health Awareness; 82 October 18 through 30, 2024; 9:00 AM to 9:00 AM; Sergey Grechukhin, Corporation Counsel, 83 briefly speaks; this is a placement of a Colts Branded Stage Photo op living picture frame for Mental 84 Health Awareness Month organized by the Colts’ Kicking the Stigma campaign. The structure will be 85 located at Midtown Plaza and will not interrupt traffic or use of the plaza. The structure will remain at 86 this location between October 18 and October 30. CPD, Streets, Marketing, and Legal have vetted the 87 request. Board Member Barlow moved to approve. Board Member Potasnik seconded. Request Approved 88 2-0. 89 90 ADJOURNMENT 91 92 Board Member Potasnik adjourned the meeting at 10:10 AM. 93 94 APPROVED: ____________________________________ 95 Jacob Quinn – City Clerk 96 97 98 _____________________________________ 99 Laura Campbell, Chair 100 101 102 ATTEST: 103 __________________________________ 104 Jacob Quinn – City Clerk 105 106 107 Re: Valet Parking Plan Tre on Main 10 E Main St Carmel, IN 46032 To Whom It May Concern: We are seeking approval for a valet parking lane to serve the guests of Tre on Main. Map attached showing the proposed plan. Requested days and hours are: Tuesday – Thursday 4:45pm – 10pm, and Friday – Saturday 4:45pm – 11pm. In addition to any signage the city would install, we propose adding our own sign at the beginning of the valet lane, stating “No stopping or parking in this area”. Extra signage and proper training should allow us to keep traPic flowing. If traPic were to begin to back up towards Main Street, our team would be trained to instruct guests to circle the block and come back to the lane when it’s clear to pull in. Sincerely, Jus$n Harbin Tier 1 Valet | Carmel, IN P: 317.443.8144 E: jharbin@>er1valet.com W: >er1valet.com CzTfshfzHsfdivlijobu:;39bn-Pdu35-3135 B. Equipment. Ifnecessary toenable Software Provider tofulfill itsobligations under the SOW, Software Provider shall, atits solecostandexpense, furnish allfacilities, personnel and equipment toCity necessary toprovide theServices (the “Equipment”). City agrees, ifnecessary, to install theEquipment atthelocation(s) andinthemanner specified bySoftware Provider andasdirected bySoftware Provider. AnyEquipment installed byCity isapartofthe Service andloanedtoCity bySoftware Provider, notsold. City agrees to returntheEquipment toSoftware Provider atthe termination ofthis Agreement inanundamaged condition, lessordinary wearandtear. C. Registration. Prior tousing theServices, City shallidentify theadministrative usersforitsaccount Administrators”). Each Administrator will beprovided anadministrator IDandpassword. D. License Grant. Software Provider hereby grants City a license to usethe Software and the Documentation forthepermitted purpose ofaccessing theServices. E. Reservation ofRights and DataOwnership. City shall ownallright, title andinterest initsdata thatisrelated totheservices provided bythis contract. Software Provider shall notaccess City useraccounts orCity data, except (1) asessential tofulfillment oftheobjectives ofthisAgreement, 2) inresponse toservice ortechnical issues, or (3) atCity’swritten request. F. DataProtection. Incarrying outtheServices, Software Provider shallendeavor toprotect the confidentiality ofallconfidential, non-publicCitydata (“City Data”) asfollows: 1. Implement andmaintain appropriate security measures tosafeguard against unauthorized access, disclosure ortheftofCityDatainaccordance withrecognized industry practice and provide City access toanannual security audit report upon request. 2. CityDatashall beencrypted atrest andintransit with controlled access. Unless otherwise stipulated, Software Provider isresponsible forencryption oftheCityData. 3. Software Provider shallnot use anyCityDatacollected byitinconnection with theService forany purpose other thanfulfilling theobligations under thisAgreement. G. Software Ownership. Software Provider owns theServices, Software, Documentation, andany underlying infrastructure provided byService Provider inconnection with thisAgreement. City acknowledges andagrees that (a) theServices, any Software and Documentation areprotected by United States andinternational copyright, trademark, patent, tradesecret andotherintellectual property orproprietary rights laws, (b) Software Provider retains allright, titleand interest including, without limitation, allpatent, copyright, tradesecret and other intellectual property rights) inandtotheServices, the Software, anyDocumentation, anyother deliverables, anyand allrelated andunderlying technology andany derivative works ormodifications ofanyofthe foregoing, including, without limitation, (c) theSoftware andaccess totheServices arelicensed onasubscription basis, notsold, andCity acquires noownership orother interest inortothe Services, theSoftware ortheDocumentation other thanthelicense rights expressly stated herein, and (d) theServices areoffered asanon-line, hosted solution, andthat Cityhasnorighttoobtain acopy ofthe Services. H. Restrictions. City agrees notto, directly orindirectly: (i) modify, translate, copy orcreate derivative works based onthe Service orany element oftheSoftware, (ii) interfere with ordisrupt theintegrity orperformance oftheServices orthedata contained therein orblock ordisrupt any useorenjoyment oftheServices byanythird party, (iii) attempt togainunauthorized access tothe Services ortheirrelated systems ornetworks or (iv) remove orobscure anyproprietary orother noticecontained intheServices, including onanyreports ordata printed from theServices. I. Security Incident. Inthe event adatabreach occurs withrespect toCityData, Software Provider shall immediately notifytheappropriate Citycontact bytelephone inaccordance withtheagreed uponsecurity plan orsecurity procedures ifitreasonably believes there hasbeen asecurity Page 2of15 090517 incident. Software Provider shall (1) cooperate withCity toinvestigate andresolve the databreach, 2) promptly implement necessary remedial measures, ifnecessary, and (3) document responsive actions taken related tothedata breach, including anypost-incident review ofevents andactions taken tomake changes inbusiness practices inproviding theservices, ifnecessary. J. Notification ofLegal Requests. Software Provider shall contact City upon receipt ofany electronic discovery, litigation holds, discovery searches andexpert testimonies related toCity Data. Software Provider shallnotrespond tosubpoenas, service ofprocess andotherlegalrequests related toCity without firstnotifying City, unless prohibited bylaw fromproviding such notice. K. Access toSecurity Logs andReports. Software Provider shallprovide reports toCity inaformat asspecified inthe SOW agreed tobyboth Software Provider andCity. Reports shallinclude latency statistics, useraccess, useraccess IPaddress, useraccess history andsecurity logsforall City filesrelated tothis Agreement. L. Responsibilities andUptime Guarantee. Software Provider shall beresponsible forthe acquisition and operation ofallhardware, software andnetwork support related totheservices beingprovided. The technical andprofessional activities required forestablishing, managing and maintaining theenvironments are theresponsibilities ofSoftware Provider. Thesystem shall be available inaccordance withtheService Level Agreement outlined inExhibit C. M. Subcontractor Disclosure. Software Provider shall identify allofitsstrategic business partners related toservices provided underthisAgreement, including allsubcontractors orother entities or individuals whomaybeaparty toajoint venture orsimilar agreement with Software Provider, andwho shallbeinvolved inanyapplication development and/oroperations. N. Business Continuity andDisaster Recovery. Software Provider shallprovide toCity awritten business continuity anddisaster recovery planpriortooratthe time ofexecution ofthisagreement andshallensure that itmeets City’srecovery timeobjective (RTO) offour (4) hours orless. O. Compliance with Accessibility Standards. Software Provider shall comply withandadhere to theAmericans with Disabilities Actof1990 (42U.S.C. § 12101). P. WebServices. Software Provider shall useWebservices exclusively tointerface with City Data innearrealtimewhenpossible. Q. Encryption ofDataatRest. Software Provider shallensure hard driveencryption consistent with validated cryptography standards asreferenced inFIPS 140-2, Security Requirements for Cryptographic Modules forallpersonal data, unless City approves the storage ofpersonal dataon Software Provider’sportable device inorder toaccomplish work asdefined inthestatement of work. 3. COMPENSATION TO SOFTWARE PROVIDER Software Provider shallbecompensated forservices performed pursuant tothisAgreement ina total amount not toexceed one hundred fivethousand dollars ($105,000.00). The payments specified inthissection shallbetheonlypayments tobemadetoSoftware Provider forservices rendered pursuant tothisAgreement. Software Provider shall invoice City according tothe following schedule ofmilestones/ deliverables: Product License Fees Municipal ZoningPlatform – Oct2024toSept2025 $35,000 Municipal ZoningPlatform – Oct2025toSept2026 $35,000 Municipal ZoningPlatform – Oct2026toSept 2027 $35,000 Total $105,000 Page 3of15 090517 CityshallpayContractor within thirty-five (35) days afterreceipt ofService Provider’sinvoice. City shall returntoContractor anypayment request determined not tobeaproper payment request assoon aspracticable, butnotlaterthanseven (7) days after receipt, and shall explain inwriting thereasons whythepayment request isnot proper. 4. TIME ISOFTHE ESSENCE Software Provider andCityagreethat timeisoftheessence regarding theperformance ofthis Agreement. 5. LICENSES; PERMITS; ETC. Software Provider represents andwarrants toCitythatithasalllicenses, permits, qualifications, andapprovals ofwhatsoever nature which arelegally required to carryout thepurposes ofthis Agreement. 6. ASSIGNMENTS. Software Provider mayassign, sublease, or transfer thisAgreement, orany interest therein, toathird party with the priorwritten consent ofCity. Such consent shall notbe unreasonably withheld. City’swithholding ofconsent shall bedeemed reasonable ifitappears thattheintended assignee inquestion isnot financially ortechnically capable ofperforming Software Provider’sobligations underthisAgreement, orifCityhas reason toconclude thatthe proposed assignee isotherwise incapable offulfilling Software Provider’sduties hereunder. 7. INDEPENDENT PARTIES CityandSoftware Provider intend thattherelationship between themcreated bythisAgreement isthat ofindependent contractor. No civilservice status orother right ofemployment willbe acquired byvirtue ofSoftware Provider'sservices. None ofthebenefits provided byCity toits employees, including butnotlimited to, unemployment insurance, workers' compensation plans, vacation and sick leaveareavailable fromCity to Software Provider, itsemployees oragents. Software Provider isnot a "public official" forpurposes ofGovernment Code §§ 87200 etseq. 8. E-VERIFY: Pursuant toI.C. § 22-5-1.7etseq., asthe same maybeamended from time totime, and asis incorporated herein bythisreference (the “Indiana E-Verify Law”), Software Provider is required toenroll inandverify thework eligibility statusofitsnewly-hiredemployees using the E-Verify program, and toexecute theAffidavit attached herein asExhibit E, affirming thatitis enrolled and participating intheE-verify program anddoesnotknowingly employ unauthorized aliens. Insupport oftheAffidavit, Software Provider shall provide theCity with documentation indicating thatithasenrolled and isparticipating intheE-Verify program. Should Software Provider subcontract forthe performance ofanyworkunderand pursuant tothisAgreement, it shallfullycomply with theIndiana E-Verify Law asregards eachsuch subcontractor. Should theSoftware Provider oranysubcontractor violate theIndiana E-Verify law, theCitymay require acureofsuch violation andthereafter, ifnotimely cureisperformed, terminate this Agreement inaccordance with either theprovisions hereof orthose setforthintheIndiana E- Verify Law. Therequirements ofthisparagraph shallnotapply should the E-Verify program cease toexist. Page 4of15 090517 9. NON-DISCRIMINATION Consistent with City'spolicy prohibiting harassment anddiscrimination, Software Provider agrees that neither itnoritsemployee orsubcontractors shall harass ordiscriminate against ajob applicant, aCity employee, oracitizen onthebasis ofrace, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, sexual orientation, oranyother protected classstatus. Software Provider agrees thatanyandallviolations ofthisprovision shall constitute amaterial breach ofthis Agreement. 10. INTELLECTUAL PROPERTY INDEMNIFICATION Software Provider agrees to, atitsexpense, defend and/orsettle any claim made byathird party against City alleging thattheCity'suseoftheServices infringes suchthird party’sUnited States patent, copyright, trademark ortrade secret (an “IPClaim”), and paythose amounts finally awarded byacourt ofcompetent jurisdiction against Citywithrespect tosuch IPClaim. 11. DUTY TOINDEMNIFY AND HOLD HARMLESS Software Provider shallindemnify, defend, and holdharmless City and itsofficers, officials, agents, employees andvolunteers fromandagainst any andallliability, claims, actions, causes of action ordemands whatsoever against any ofthem, including foranyinjury toordeath ofany person ordamage to property orother liability of anynature, whether physical, emotional, consequential orotherwise, arising out, pertaining to, orrelated totheperformance ofthis Agreement bySoftware Provider orSoftware Provider’semployees, officers, officials, agents or independent contractors, except where suchliability arises solely asaresult of theactive negligence or tortious conduct ofCity or itsagent. Such costsandexpenses shall include reasonable attorneys’ feesofcounsel ofCity’schoice, expert feesandallother costs andfees of litigation. The provisions ofthisSection survive thecompletion oftheServices ortermination of thisContract. 12. INSURANCE: A. General Requirements. Onorbefore the commencement ofthetermofthisAgreement, Software Provider shall furnish Citywith certificates showing thetype, amount, classofoperations covered, effective dates anddates ofexpiration ofinsurance coverage incompliance with the requirements listedinExhibit “B”. Software Provider shallmaintain inforceatalltimes during the performance ofthis Agreement allappropriate coverage ofinsurance required by this Agreement. B. Subrogation Waiver. Software Provider agreesthatintheevent ofloss duetoanyofthe perils forwhich ithasagreed toprovide comprehensive general andautomotive liability insurance, Software Provider shalllook solelytoitsinsurance forrecovery. Software Provider hereby grants toCity, onbehalfofanyinsurer providing comprehensive general and automotive liability insurance toeither Software Provider orCitywith respect totheservices ofSoftware Provider herein, awaiver ofany righttosubrogation which anysuchinsurer ofsaidSoftware Provider may acquire against City byvirtue ofthepayment ofanyloss undersuch insurance. 13. RECORDS Software Provider shall maintain internal records reflecting that the Services wereperformed by Software Provider hereunder inaccordance with customary recordkeeping practices inthe software development industry. Software Provider shallprovide free access tosuchrecords tothe Page 5of15 090517 representatives ofCity oritsdesignee’satallreasonable andproper times, andgives City theright toexamine and audit same, andtomaketranscripts therefrom asnecessary. Nosuch examination andauditshall give Citytherighttoaccessrecords relating tootherSoftware Provider customers. Such records shallbemaintained foraperiod ofthree (3) years afterSoftware Provider receives finalpayment from Cityforallservices required under thisagreement. 14. NONAPPROPRIATION This Agreement issubject tothefiscal provisions oftheCity’s Municipal Code andAgreement will terminate without any penalty (a) attheendofany fiscalyearintheevent thatfunds are not appropriated for the following fiscal year, or (b) atanytime within afiscal yearintheevent that funds areonly appropriated foraportion ofthefiscal year andfundsforthisAgreement areno longer available. This Section shalltakeprecedence intheevent ofaconflict withany other covenant, term, condition, orprovision of thisAgreement. 15. NOTICES Allnotices, demands, requests orapprovals tobegiven under thisAgreement shallbegiven in writing and conclusively shall bedeemed served when delivered personally oronthesecond business day after deposit intheU.S. Mail, postage prepaid, addressed ashereinafter provided. All notices, demands, requests, orapprovals shall beaddressed asfollows: TOCITY: City ofCarmel Indiana OneCivicSquare Carmel, IN46032 Attention: SueFinkam, Mayor Copy to: Jacob Quinn Office ofCorporation Counsel Clerk oftheCity AND 1Civic Square 1000S. Range LineRoad Carmel, IN46032 Carmel, IN46032 Attn: Samanta Karn TOSOFTWARE PROVIDER: Gridics, LLC 169E. Flagler St. Suite 1640, Miami, FL33131 Attention: Jason Doyle 16. TERMINATION A. Basis forTermination. IntheeventSoftware Provider fails orrefuses toperform anyof theprovisions hereof atthetime andinthemanner required hereunder, Software Provider shall be deemed indefault intheperformance ofthisAgreement. IfSoftware Provider fails tocurethe default within thetime specifiedandaccording totherequirements setforthinCity’swritten notice ofdefault, andinaddition toany other remedy available tothe City bylaw, theCityManager may terminate theAgreement bygiving Software Provider written notice thereof, which shallbe effective immediately. TheCity Manager shallalsohavetheoption, atitssole discretion and without cause, ofterminating thisAgreement bygiving seven (7) calendar days' prior written Page 6of15 090517 notice to Software Provider asprovided herein. Upon receipt ofany notice oftermination, Software Provider shallimmediately discontinue performance. B. ProRataPayments. Cityshall paySoftware Provider for services satisfactorily performed uptothe effective dateoftermination. Insuch event, acalculation oftheamounts dueshall be deemed correct ascomputed onapro rata basiswith compensation provided for theperiod of service paid asapercentage ofthetotalcontract amount. C. Handling ofCity Data. Inthe event ofatermination ofthisAgreement, Software Provider shallimplement anorderly return ofCitydatainaCSVoranother mutually agreeable format ata timeagreed tobythe parties andthesubsequent secure disposal ofCity data. During any period ofservice suspension, Software Provider shallnot takeany action tointentionally eraseanyCity dataforaperiod of30days aftertheeffective date oftermination, unlessauthorized byCity. City shall beentitled toanypost-termination assistance generally madeavailable withrespect tothe Services; unless auniquedataretrieval arrangement hasbeen established as partofthe SOW. Software Provider shallsecurely dispose ofallrequested datainallofitsforms, suchasdisk, CD/ DVD, backup tapeandpaper, when requested byCity. Datashall bepermanently deleted and shall notberecoverable, according toNational Institute ofStandards and Technology (NIST)-approved methods. Certificates ofdestruction shall beprovided toCity. 17. WARRANTY AND WARRANTY DISCLAIMER Software Provider warrants that, (i) theservices shall beprovided inadiligent, professional, and workmanlike manner inaccordance withindustry standards, (ii) theservices provided underthis agreement donotinfringe ormisappropriate anyintellectual property rights ofanythird party, and iii) theservices shallsubstantially perform inallmaterial respects asdescribed intheSOWinthe event ofanybreach ofsection (iii), above, Software Provider shall, asitssoleliability andyour soleremedy, repairorreplace theservices thataresubject tothewarranty claim atnocost toCity orifSoftware Provider isunable torepairorreplace, then it willrefund anypre-paid fees for services not rendered. Except forthe warranty described inthis section, theservices areprovided without warranty ofanykind, express orimplied including, butnotlimited to, theimplied warranties orconditions ofdesign, merchantability, fitness foraparticular purpose, andany warranties oftitleandnon-infringement. 18. COMPLIANCE Software Provider shall comply with allstate orfederal lawsandallordinances, rules, policies and regulations enacted orissued byCity. 19. CONFLICT OFLAW This Agreement shallbeinterpreted under, andenforced bythelaws oftheState ofIndiana excepting anychoice oflawruleswhich maydirect theapplication oflaws ofanother jurisdiction. 20. DEBARMENT ANDSUSPENSION The Software Provider certifies byentering into thisAgreement that neither itnoritsprincipals noranyofitssubcontractors arepresently debarred, suspended, proposed fordebarment, declared ineligible or voluntarily excluded from entering into thisAgreement byanyfederal agency orby anydepartment, agency orpolitical subdivision oftheStateofIndiana. Theterm “principal” for purposes ofthisAgreement means anofficer, director, owner, partner, key employee orother person withprimary management orsupervisory responsibilities, oraperson whohasacritical Page 7of15 090517 influence onorsubstantive control overtheoperations of theSoftware Provider. The Software Provider certifies thatithasverified thestateand federal suspension anddebarment status forallsubcontractors receiving funds under thisAgreement andshall besolely responsible foranyrecoupment, penalties orcosts that might arise fromuse ofasuspended ordebarred subcontractor. TheSoftware Provider shall immediately notify theCity ifanysubcontractor becomes debarred orsuspended, andshall, atthe City’srequest, take allsteps required bytheCity toterminate itscontractual relationship with thesubcontractor forworktobeperformed underthis Agreement. 21. IRAN CERTIFICATION Pursuant toI.C. § 5-22-16.5, the Software Provider shallcertify that, insigning thisAgreement, it does notengage ininvestment activities within theCountry ofIran. 22. INTEGRATED CONTRACT ThisAgreement, including allappendices, represents thefullandcomplete understanding ofevery kind ornature whatsoever between theParties, andallpreliminary negotiations andagreements of whatsoever kindornature aremerged herein. Noverbal agreement orimplied covenant shallbe held tovarytheprovisions hereof. Anymodification ofthis Agreement willbeeffective onlyby written execution signed byboth City andSoftware Provider. Inthe event thatanyStatement of Work, Exhibit, associated instrument oragreement executed bytheParties inconjunction withthis Agreement orpriorthereto contains aterm thatconflicts withtheterms ofthisAgreement, the terms ofthisAgreement shall govern and supersede anyotherdocument orExhibit. 23. AUTHORITY The individual(s) executing this Agreement represent andwarrant thattheyhave thelegalcapacity andauthority todosoonbehalf oftheir respective legalentities. Page 8of15 090517 Kbtpo!H!Epzmf Qsftjefou!'!DFP Pdupcfs!39-!3135 Contract No. ________ Exhibit A: Statement ofWork (“SOW”) Gridics willimplement the following webapplication products: 1. GIS Integration toGridics Platform: Gridics will obtain, viaREST APIordirectly, all relevant GISshapes necessary tocalibrate andcalculate site-specific zoning attributes. GIS shapes provided byCitywillbeintegrated intotheGridics platform alongside parcel, rdboundary, street andothermap datafromGridics’ 3 partypartners. 2. CodeAnalysis & Calibration: Gridics willdefine andimplement therelevant (and quantitative) landuseregulations fromtheUDOintotheGridics zoning engine for calibration and calculation of site-specific zoning attributes anddevelopment allowances. 3. Zoning DataAPI: Work with City ITrepresentatives toexpose access totheGridics Zoning Data API. a. Gridics willprovide City alistofavailable datapointstochoose from. Desired data points include: i. lottype ii. maxstories/height iii. minimum openspace iv. maximum residential areaallowed v. maximum density vi. setbacks anduses b. Gridics willwork withCityITrepresentatives tointegrate andtest access. c. Gridics willprovide atechnical pointofcontacttoresolve any issues thatmay arise withconnectivity oravailability. 4. Custom Disclaimer Language: Gridics willimplement custom legal disclaimer as directed byCity, toindicate thatallinformation provided via Gridics isforinformational purposes onlyand bothGridics and Cityshall havenoliability foranyaction taken ornot takeninreliance upon theinformation presented. Thedisclaimer maybedisplayed upon entryusertoCodeHub, MuniMap, orZoneCheck andinbanner format onZoneCheck parcel level details. 5. CodeHUB a. Implementation, activation and ongoing hosting oftheUDOtext (orfull municipal codeatcity’sdiscretion) atapublicly accessible webpage atthe following orsimilar root domain - https://codehub.gridics.com/us/st/city-name b. Linking toanydefinitions orother websites asdirected byclientstaff. c. Formatting tomaintain consistency ofform toordinance document within the constraints ofmodern web publishing. d. City staff willtakeresponsibility forongoing updates toalltextdocuments hosted inCodeHub after implementation iscomplete. 6. ZoneCheck a. Gridics willactivate and hostapublicly accessible zoning datalookup toolfor users tosearch forproperty specific zoning datalocated atthefollowing or similar rootdomain - https://zonecheck.gridics.com/us/st/city-name i. Search capability willconsist ofaddress and allowed use. ii. Gridics willalign with Cityonwhichavailable datapoints todisplay. 10 Contract No. ________ 7. MuniMap a. Gridics willimplement, activate andhostapublicly accessible, multi-functional map application located atthefollowing orsimilar root domain- https://map.gridics.com/us/st/city-name b. Mapmodules will consist oflayers, filters, andattheoption ofthe city, 3D Zoning. Additional modules such asProjects, Permits, orother modules canbe implemented asnegotiated through thecontract. c. Layers Module - Gridics willdefine which available GIS layers theCitywould like tobeavailable fordisplay inthelayers module. d. 3DZoning Module - Gridics will define which available 3DZoning layers the clientwould like tobeavailable fordisplay inthelayersmodule. e. City will define which modules andsub-categories within modules willbepublic- facing. f. Ordinance Integration - Gridics willlinkbasezoning andoverlays withinthemap totherespective areasofthetextordinance for easeofreference and navigation. 8. Professional Services: Gridics will provide upto20hours ofprofessional planning and GIS services peryearatnoadditional cost. Gridics reserves therighttoreject project requests thatarenotwithin itscorecapabilities. 9. User Acceptance Testing: Gridics will guide City inacomprehensive UAT process to ensure proper translation ofzoning regulations intotheGridics zoning engine. City will havetheopportunity toreview andapprove sitespecific calculations zonebyzoneto ensure system accuracy. 10. Training & Support: Gridics willprovide one initialintensive virtual training and optionally will provide asingle 90-minute virtual training session perquarter asneeded byCity. 11. StaffAccounts & Access: Gridics will provide anunlimited number ofstaffaccounts. City willdefine which staff members shall have access toordinance andcalibration editing. 11 Contract No. ________ Exhibit B: Insurance Requirements andProofofInsurance Proof ofinsurance coverage described below isattached tothisExhibit, withCity named as additional insured. 1. MINIMUM SCOPE AND LIMITS OF REQUIRED INSURANCE POLICIES Additional Insureds: City, itsCityCouncil, boards andcommissions, officers, employees andvolunteers shall benamed asadditional insureds under allinsurance coverages, except any professional liability insurance, required bythisAgreement. Thenaming ofanadditional insured shallnotaffect anyrecovery to which suchadditional insured would beentitled under thispolicy ifnot named assuchadditional insured. Anadditional insured named herein shallnotbeheldliable foranypremium, deductible portion ofany loss, orexpense ofany nature onthispolicy oranyextension thereof. Anyother insurance held byanadditional insured shall notberequired tocontribute anything toward any loss orexpense covered bytheinsurance provided bythis policy. Workers' Compensation: Statutory coverage asrequired bytheState ofIndiana andLiability Insurance with limitofno less than $1,000,000peraccident forbodily injury ordisease. General Liability: Commercial general liability coverage inthefollowing minimum limits: Bodily Injury: 1,000,000eachoccurrence 1,000,000aggregate - allother Property Damage: 500,000eachoccurrence 1,000,000aggregate If submitted, combined single limit policy with aggregate limits in theamounts of $2,000,000 willbeconsidered equivalent totherequired minimum limits shown above. Cyber Liability: Insurance, withlimits not lessthan: 2,000,000eachoccurrence 2,000,000aggregate - allother Coverage shallbesufficiently broad torespond totheduties andobligations asisundertaken by Software Provider in thisagreement and shallinclude, but not belimited to, claims involving infringement ofintellectual property, including but notlimited toinfringement ofcopyright, trademark, tradedress, invasion ofprivacy violations, information theft, damage toordestruction ofelectronic information, release ofprivate information, alteration ofelectronic information, extortion andnetwork security. Thepolicy shallprovide coverage forbreach response costs as wellasregulatory finesandpenalties aswellascredit monitoring expenses withlimits sufficient torespond totheseobligations. 12 Contract No. ________ IftheSoftware Provider maintains broader coverage and /orhigher limits than theminimums shown above, theCityrequires and shall beentitled tothebroader coverage and/orhigher limits maintained bytheSoftware Provider . Anyavailable insurance proceeds inexcess ofthespecified minimum limits ofinsurance andcoverage shallbeavailable to theCity. 2. ABSENCE OF INSURANCE COVERAGE. City may direct Software Provider to immediately cease all activities with respect to this Agreement if itdetermines that Software Provider fails to carry, in full force and effect, all insurance policies with coverages at or above the limits specified in this Agreement. At the City’sdiscretion, under conditions oflapse, City maypurchase appropriate insurance andcharge allcosts related tosuchpolicy toSoftware Provider. 3. PROOF OFINSURANCE COVERAGE ANDCOVERAGE VERIFICATION. A Certificate of Insurance, on an Accord form, and completed coverage verification shall be provided to City by each of Software Provider's insurance companies as evidence of the stipulated coverages prior to theCommencement Date of this Agreement, and annually thereafter for theterm ofthisAgreement. All oftheinsurance companies providing insurance for Software Provider shallbelicensed todoinsurance business intheState ofIndiana andshall have, andprovide evidence of, a Best Rating Service rate ofAVI or above. The Certificate of Insurance and coverage verification andallothernotices related to cancellation or non-renewal shall bemailed to: CityClerk CityofCarmel 1Civic Square Carmel, IN46038 13 Contract No. ________ Exhibit C: Service Level Agreement THIS SERVICE LEVEL AGREEMENT (“SLA”) ismadeand entered into byandbetween Gridics LLC andCustomer aspart oftheMaster Subscription Agreement entered intobyand between thesameandsets forththedetails regarding thelevel ofservice that Gridics shall provide toCustomer inrelation totheServices when Customer isingood financial standing with Gridics. 1. AVAILABILITY: Subject totheterms oftheService Agreement andtheterms below, theGridics Platform shallmaintain 99.9% availability. 2. DEFINITIONS: Allterms referenced inthis SLA, unless otherwise stated, shall be given meanings asmaybeassigned intheMaster Subscription Agreement associated herewith. a. “Customer” shallmean anymunicipality with asubscription agreement for the Gridics Platform. b. “Gridics Platform” shall meanthefollowing webbased software applications and websites hosted byGridics. i. Codehub.Gridics.com ii. Map.Gridics.com iii. Zonecheck.Gridics.com iv. Accounts.Gridics.com v. Zoning.Gridics.com c. “99.9% Availability” shall mean thattheGridics Platform shall not failtobe accessible viawebbrowser formorethanfortythree (43) minutes out ofany thirty (30) dayperiod notincluding exceptions asdefined below. d. “Outage” shall mean aperiod when theGridics Platform does nothave 99.9% availability. e. “Invoice Credit” shallmean aprorated credit ofthemonthly amount duefrom Customer toGridics fortheServices. 3. AVAILABILITY OFGRIDICS PLATFORM: TheGridics Platform shallmaintain 99.9% Availability, asdefined herein. 4. EXCEPTIONS: Gridics Platform downtime duetothefollowing eventsshall notbe considered tobeortocontribute toinaccessibility oftheGridics Platform: a. Regularly Scheduled Maintenance: Regularly scheduled maintenance is maintenance performed ontheGridics Platform (a) ofwhich Customer isnotified 48hours inadvance, or (b) thatisperformed during astandard scheduled maintenance window, Monday andTuesday 3:00AM to4:00AMMountain Time. Notice ofScheduled Maintenance shall beprovided toCustomer’s designated pointofcontact byemail. b. Inaccessibility NotDue toGridics Platform orGridics’ Actions: Inaccessibility notduetoGridics Platform orGridics’ actions includes inaccessibility ofthe Gridics Platform due to (a) inaccurate and/orinsufficient information or configuration information provided byCustomer and/oritsrepresentative(s) or agent(s) toGridics: (b) Customer misuse ofthe Services; (c) Non-Gridics application programming; (d) negligent or unlawful acts byCustomer oritsagents 14 Contract No. ________ orsuppliers; (e) problems withCustomer’svendors; (f) network unavailability outside oftheGridics Platform; (g) malicious actsbyathird party against Customer oragainst itsauthorized agents orsuppliers; or (h) acts ofGod orevents offorce majeure. 5. OUTAGE EVENTS ANDINVOICE CREDITS a. Notification ofanOutage Event: When Customer becomes aware ofanOutage, Customer shall contact Gridics assoon aspossible. b. Determination Regarding Existence ofOutage Event: Gridics, based upon its records and data, shallhavethepower todetermine, initssoleandunfettered discretion, whether any disruption totheService constitutes anOutage. c. Determination ofInvoice Credits DuetoCustomer: Immediately upon being notified bycustomer, Gridics shalltakereasonable commercial steps todetermine whether anOutage occurred and thus whether the Customer should receive an Invoice Credit. Theamount ofinvoice creditshall beequal tothepercentage of total Outage timeduring the invoice period uptoamaximum of50% oftotal invoice amount. 6. TECHNICAL SUPPORT a. Method ofCommunication: Customers may contact technical support via support@gridics.com. b. Availability: Gridics shall ensure thatamember ofitsstaffwillbe available to assist Customers with any problems orquestions regarding their useofthe Services inaccordance withthebelow: 7. DISPUTES: Should anydispute arisebetween the Parties astotheavailability ofthe Gridics Platform ortheprovision ofservice byGridics toCustomer under thisSLA, the Parties shall work ingoodfaith toresolve suchdispute. 8. MISCELLANEOUS: Except asmaybeprovided forintheMaster Subscription Agreement, theprovision ofInvoice Credits inaccordance with the termsofthisSLA shall beCustomer’sremedy should Gridics notmeetthelevel ofservice provided. 15 10/15/2024 GRIDICS LLC SUITE 1640 MIAMI, FL 33131 - 112767 169 E FLAGLER STREET City of Carmel ONE CIVIC SQUARE CARMEL, INDIANA 46032-2584 FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997 INDIANA RETAIL TAX EXEMPT CERTIFICATE NO. 003120155 002 0 FEDERAL EXCISE TAX EXEMPT 35-6000972 PURCHASE ORDER NUMBER THIS NUMBER MUST APPEAR ON INVOICES, A/P VOUCHER, DELIVERY MEMO, PACKING SLIPS, SHIPPING LABELS AND ANY CORRESPONDENCE PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION VENDOR SHIP TO PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT EXTENSION License, Support and Maintenance Fees Dept of Community Service 1 Civic Square Carmel, IN 46032- 376171 UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY Page 1 of 1 92287 1192Department:101Fund:General Fund 43-515.02Account: SoftwareProvider1 $35,000.00 $35,000.00Each 35,000.00SubTotal 35,000.00 Oct 2024 to Oct 2025 Send Invoice To: PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT SHIPPING INSTRUCTIONS SHIP PREPAID. C.O.D. SHIPMENT CANNOT BE ACCEPTED. PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 PAYMENT A/PVOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. CONTROL NO. 112767 ORDERED BY TITLE Dept of Community Service 1 Civic Square Carmel, IN 46032- Mike Hollibaugh Zac Jackson Director CFO City of Carmel Project 20-ENG-06 Haverstick Rd. MU Path CHANGE ORDER #1 Added boring for water services due to Change from Meter Pit adjust to Meter Pit Relocate. Contract Price prior to this Change Order $885,000.00 Contract Price will be increased by this Change Order $8,930.85 New Contract Price including this Change Order $893,930.85 Amount Adjusted Contract Price Cumulative % Change from Original Contract Original Contract $885,000.00 N/A N/A CO 01 $8,930.85 $893,930.85 1.01% 5 Approved and Adopted this ________day of ________________2024 By: CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety BY: ____________________________________________ Laura Campbell, Presiding Officer Date: _______________________________________ ____________________________________________ James Barlow, Member Date: _______________________________________ ____________________________________________ Alan Potasnik, Member Date: _______________________________________ ATTEST: ____________________________________________ Jacob Quinn, Clerk Date: _______________________________________ JO B DE S I G N At : 07 : 3 7 : 1 4 A M By : To t a l E s t i m a t e d C o s t : 40 9 0 4 2 . 3 2 Sh o w R e p o r t C r i t e r i a To t a l N e t C o s t : 40 9 0 4 2 . 3 2 Pl u s T o t a l D e f e r r e d C o s t : 0 To t a l G r o s s C o s t : 40 9 0 4 2 . 3 2 Le s s A p p l i e d C o n t r i b u t i o n s : 0 To t a l M a t e r i a l C o s t : 14 9 4 5 4 . 8 2 0 14 9 4 5 4 . 8 2 To t a l O v e r h e a d s : 11 3 7 9 4 . 6 8 Ne w M a t e r i a l C o s t : 14 9 4 5 4 . 8 2 0 14 9 4 5 4 . 8 2 Le s s S a l v a g e : 0 0 To o l s C o s t : 0 0 0 To t a l L a b o r , S e r v i c e s , & T o o l s C o s t : 12 9 7 9 2 . 8 2 16 0 0 0 14 5 7 9 2 . 8 2 Co s t s La b o r C o s t : 12 9 7 9 2 . 8 2 0 12 9 7 9 2 . 8 2 Se r v i c e s C o s t : 16 0 0 0 16 0 0 0 La b o r H o u r s - O f f S i t e : 0 0 0 To t a l L a b o r H o u r s : 12 6 1 . 5 4 0 12 6 1 . 5 4 La b o r H o u r s La b o r H o u r s - O n S i t e : 12 6 1 . 5 4 12 6 1 . 5 4 Es t i m a t e T y p e : Es t i m a t e d O n : 10 / 0 1 / 2 0 2 4 MX I N T A D M In t e r n a l Ex t e r n a l To t a l Ma s t e r W O : 47 6 7 1 4 8 9 WP ( W P S E N T ) P U R P C A C i t y o f Ca r m e l @ N C o l l e g e A v e ( 9 6 t h S t t o Es t i m a t e V e r s i o n : 9 47 6 7 1 4 8 9 - C 1 Es t i m a t e R e q u e s t : 10 3 4 1 9 2 1 47 6 7 1 4 8 9 - C 1 Re q u e s t T y p e : Wo r k S i t e : TD - I N CU E s t i m a t e Re p o r t L a s t R e f r e s h e d o n : Jo b C o s t S u m m a r y 10 / 0 1 / 2 0 2 4 0 7 : 4 9 So r t e d b y : S i t e , E m p l o y e e N a m e 1 0 / 0 1 / 2 0 2 4 0 7 : 4 9 In f o r m a t i o n a l U s e O n l y JO B DE S I G N At : 02 : 3 9 : 1 6 P M By : So r t e d b y : S i t e , E m p l o y e e N a m e Es t i m a t e R e q u e s t : 10 3 4 1 9 2 1 47 6 7 1 4 8 9 - B 1 Re q u e s t T y p e : CU E s t i m a t e Re p o r t L a s t R e f r e s h e d o n : Jo b C o s t S u m m a r y 09 / 3 0 / 2 0 2 4 1 5 : 2 8 Es t i m a t e V e r s i o n : 7 4 7 6 7 1 4 8 9 - B 1 Es t i m a t e T y p e : Es t i m a t e d O n : 09 / 3 0 / 2 0 2 4 M X I N T A D M Wo r k S i t e : TD - I N Ma s t e r W O : 47 6 7 1 4 8 9 W P ( W P S E N T ) P U R P C A C i t y o f Ca r m e l @ N C o l l e g e A v e ( 9 6 t h S t to 1 0 6 t h S t ) R A B & R o a d Re c o n s t r u c t i o n ( O H t o U G ) La b o r H o u r s In t e r n a l E x t e r n a l T o t a l La b o r H o u r s - O f f S i t e : 0 0 0 La b o r H o u r s - O n S i t e : 2 8 2 7 . 6 2 8 2 7 . 6 Co s t s La b o r C o s t : 3 4 0 6 3 8 . 3 9 0 3 4 0 6 3 8 . 3 9 To t a l L a b o r H o u r s : 2 8 2 7 . 6 0 2 8 2 7 . 6 To o l s C o s t : 0 0 0 Se r v i c e s C o s t : 3 5 3 0 0 3 5 3 0 0 Ne w M a t e r i a l C o s t : 3 0 2 2 3 4 . 0 3 0 3 0 2 2 3 4 . 0 3 To t a l L a b o r , S e r v i c e s , & T o o l s C o s t : 3 4 0 6 3 8 . 3 9 3 5 3 0 0 3 7 5 9 3 8 . 3 9 To t a l M a t e r i a l C o s t : 3 0 2 2 3 4 . 0 3 0 3 0 2 2 3 4 . 0 3 Le s s S a l v a g e : 0 0 To t a l G r o s s C o s t : 95 6 6 3 3 . 9 To t a l O v e r h e a d s : 27 8 4 6 1 . 4 8 To t a l N e t C o s t : 95 6 6 3 3 . 9 Le s s A p p l i e d C o n t r i b u t i o n s : 0 To t a l E s t i m a t e d C o s t : 95 6 6 3 3 . 9 Pl u s T o t a l D e f e r r e d C o s t : 0 0 9 / 3 0 / 2 0 2 4 1 5 : 2 9 To t a l U n g e r g r o u n d R e l o c a t i o n s : $ 9 5 6 , 6 3 3 . 9 0 To t a l O v e r h e a d R e l o c a t i o n s : $ 4 0 9 , 0 4 2 . 3 2 Es t i m a t e d D i s t p u t e d C o s t s : $ 5 4 7 , 5 9 1 . 5 8 In f o r m a t i o n a l U s e O n l y CITY OF CARMEL, INDIANA Information SPECIAL EVENT / FACILITY USE REQUEST FORM Please reference the City of Carmel Special Event/Facility Use Policy * Must be at least 18 years of age to complete this form. The Event Request Form must be submitted a minimum of 60 days prior to the planned date of the event or activity. Please click here to request the Carter Green or East Patio. Facility(s) 1. CITY FACILITY(S) REQUESTED: Civic Square Fountain Area Civic Square Gazebo / Lawn Japanese Garden Monon & Main Plaza Midtown Plaza (Events must be free and open to the public. We are unable to accommodate public movie requests.) Reflecting Pool (Please note that Veteran's Memorial Freedom Circle and Plaza is not available for use) Sophia Square Other 2 blocks of Main Street Request submission date: 09/23/24 Department Review: MAC: Yes, 10/18/24 CFD: Yes,10/17/24 ENG: Yes, 10/23/24 STREETS: Yes, 10/18/24 CPD: Yes,10/18/24 PARKS: Yes, 10/18/24 Neighborhood Name/Streets to be closed Upload Map Type of Closure: Further Info for type of closure Requests: 2. STREET(S) REQUESTED: Main Street from Range Line to 2nd Ave NW Include addresses as appropriate An easy to read, color map of the area is required with submission. June 2025 LNOM Map.pdf 326.32KB Rolling closure Total closure Lane restrictions - explain below Other - explain below N/A Explain lane restrictions needed and other needed below: 3. SPECIAL REQUESTS: Electricity Fountain Restroom - Fountain/Gazebo Reflecting Pool Restrooms N/A Other 4. CITY SERVICES NEEDED: Mark all that apply City Services Needed Cones* Barricades* Crowd-Control Gates * Standard Cones* Event Use/Purpose:* Cones/Barricades (signed agreement required) Detour/Traffic Redirection Signs (signed agreement required) Emergency Medical Services (EMS) (Extra fees may apply) Extra Patrol During Event (when available) Traffic Control (Extra fees may apply) On-site Security (Assigned off-duty CPD officers, extra fees will apply) No Parking Signs (Pick up at Carmel Police Department) Trash Trailer ($150 fee may be applied for use) N/A Other Valet No Parking Signs Agreement must be signed with Carmel Street Department before delivery/pickup Standard Cones Tall Skinny Cones Barricades (used to close roads)Crowd-Control Gates Please note the number of Barricades needed 12 Please note the number of Crowd-Control Gates needed 30 Please note the number of Standard Cones needed 10 to block off dance floor 5. EVENT DETAILS Street party with live music and food and beverage vendors. Opportunity for Main Street businesses to stay open late and participate in event. Event opens at 7 pm, main acts starts at 9 p.m. Description of Event:* Event Date Start*Event Date End* If multiple dates, please list Set-Up time:*Tear Down End time:* Event Start time:*Event End time:* Rehearsal Number of People Expected:* Fees? Provide a brief description of event Street party with live music and food and beverage vendors. Opportunity for Main Street businesses to stay open late and participate in event. Event opens at 7 pm, main acts starts at 9 p.m. Attach additional pages if needed-SEE BELOW Carmel Porchfest - August 17 - Midnight Red Eye Half Page Current Ad (1).jpg 3.24MB ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT 6/21/2025 6/21/2025 2:00:00 PM 3:00:00 AM 7:00:00 PM 12:00:00 AM NA 8,000 Will a Fee be charged for this event? If yes, please describe below. Yes No EVENT SET UP: Stage City Stage Size of Stage Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may use the vendor of your choice. 10x10s if any Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600) Bounce House N/A Other Vendors Vendors Present* Contact Person* Email * Phone Number:* Cell Number: Name/Organization: Address Organization Type:* Residency A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must be received prior to application review or processing. Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032) Name of Merchants(s) doing the setup Phone Number of Merchant(s) doing set up: VENDORS: Vendors Present Food Served (May be subject to Hamilton County Health Department Inspection) Alcohol Served (Please see Section R under “General Terms and Conditions” in the Special Event/Facility Use Policy) N/A Approximately how many vendors will be present? 6 6. CONTACT INFORMATION: Sondra Schwieterman Carmel PorchFest, Inc. City Indianapolis State / Province / Region IN Postal / Zip Code 46256 Country United States Street Address Address Line 2 Non-Profit Organization Is the Organization based within the City of Carmel city limits? Yes No SECURITY DEPOSIT AND FEE: Saturday, June 21, 2025 Late Night on Main Feinstein’s VIP Lounge – 7 p.m. VIP Lo u n g e Peace Water Re s t r o o m s 2nd Av e N W Detour Route No Parking Road Closed/Barricades Parking Roads close at 2 pm Bier Bike Racks VE T E R A N S W A Y VE T E R A N S W A Y Tr a s h Tr a i l e r Hot Dogs Rust Belt Tacos Vendor Entrance Addtl seats Bach to Rock St a g e X X X No Left/Right Turn The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use request and/or revoke any previously granted request to use a City facility for any lawful reason. DISCLAIMER: Acknowledgement and Agreement Mayor's Office ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any damage, repair or clean-up costs incurred by the City as a result of my use of a City facility. I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors, officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our use of the City-owned facility and/or property. Age Confirmation* Special Event/Facility Use Policy* * * GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT I confirm that I am 18 years of age or older. By selecting this box, I hereby acknowledge that I have read and fully understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. Carmel PorchFest Inc./Sondra Schwieterman Name of Organization/Applicant Signature of Authorized Agent/Applicant Sondra Schwieterman, Executive Director Printed Name and Title (If applicable) Phone Number (Required) Address of Organization/Applicant 9/23/2024 Date City of Carmel Use Only Approved this ______day of _______________, 20 CITY OF CARMEL, INDIANA By and Through its Board of Public Works and Safety ___________________________________ Laura Campbell, Presiding Officer Date: ______________________________ ___________________________________ James Barlow, Member Date: ______________________________ ___________________________________ Alan Potasnik, Member Date: ______________________________ ATTEST: _____________________ Jacob Quinn, City Clerk ________________ Date Special Conditions:__________________________________________________________________ CITY OF CARMEL, INDIANA Information SPECIAL EVENT / FACILITY USE REQUEST FORM Please reference the City of Carmel Special Event/Facility Use Policy * Must be at least 18 years of age to complete this form. The Event Request Form must be submitted a minimum of 60 days prior to the planned date of the event or activity. Please click here to request the Carter Green or East Patio. Facility(s) 1. CITY FACILITY(S) REQUESTED: Civic Square Fountain Area Civic Square Gazebo / Lawn Japanese Garden Monon & Main Plaza Midtown Plaza (Events must be free and open to the public. We are unable to accommodate public movie requests.) Reflecting Pool (Please note that Veteran's Memorial Freedom Circle and Plaza is not available for use) Sophia Square Other 2 blocks of Main Street Request submission date: 09/23/24Department Review:MAC: Yes, 10/18/24 CFD: Yes,10/17/24ENG: Yes, 10/23/24 STREETS: Yes, 10/18/24CPD: Yes,10/18/24 PARKS: Yes, 10/18/24 Neighborhood Name/Streets to be closed Upload Map Type of Closure: Further Info for type of closure Requests: 2. STREET(S) REQUESTED: Main Street between Range Line & 2nd Ave NW with stage at 2nd Ave NW facing east Include addresses as appropriate An easy to read, color map of the area is required with submission. July LNOM Map.pdf 330.15KB Rolling closure Total closure Lane restrictions - explain below Other - explain below N/A Explain lane restrictions needed and other needed below: 3. SPECIAL REQUESTS: Electricity Fountain Restroom - Fountain/Gazebo Reflecting Pool Restrooms N/A Other 4. CITY SERVICES NEEDED: Mark all that apply City Services Needed Cones* Barricades* Crowd-Control Gates * Standard Cones* Event Use/Purpose:* Cones/Barricades (signed agreement required) Detour/Traffic Redirection Signs (signed agreement required) Emergency Medical Services (EMS) (Extra fees may apply) Extra Patrol During Event (when available) Traffic Control (Extra fees may apply) On-site Security (Assigned off-duty CPD officers, extra fees will apply) No Parking Signs (Pick up at Carmel Police Department) Trash Trailer ($150 fee may be applied for use) N/A Other Valet No Parking Signs Agreement must be signed with Carmel Street Department before delivery/pickup Standard Cones Tall Skinny Cones Barricades (used to close roads)Crowd-Control Gates Please note the number of Barricades needed 12 Please note the number of Crowd-Control Gates needed 30 Please note the number of Standard Cones needed 10 to block dance floor 5. EVENT DETAILS Street party with live music and food and beverage vendors. Opportunity for Main Street businesses to stay open late and participate in event. Description of Event:* Event Date Start*Event Date End* If multiple dates, please list Set-Up time:*Tear Down End time:* Event Start time:*Event End time:* Rehearsal Number of People Expected:* Fees? Provide a brief description of event Street party on Main street with live music and food and beverage vendors. Event opens at 7 p.m. and ends at Midnight. Attach additional pages if needed-SEE BELOW Carmel Porchfest - August 17 - Midnight Red Eye Half Page Current Ad (1).jpg 3.24MB ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT 7/19/2025 7/19/2025 2:00:00 PM 3:00:00 AM 7:00:00 PM 12:00:00 AM NA 8,000 Will a Fee be charged for this event? If yes, please describe below. Yes No EVENT SET UP: Stage City Stage Size of Stage Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may use the vendor of your choice. 10x10 tents if any Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600) Bounce House N/A Other Name of Merchants(s) doing the setup Vendors Vendors Present* Contact Person* Email * Phone Number:* Cell Number: Name/Organization: Address Organization Type:* Residency A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must be received prior to application review or processing. Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032) Phone Number of Merchant(s) doing set up: VENDORS: Vendors Present Food Served (May be subject to Hamilton County Health Department Inspection) Alcohol Served (Please see Section R under “General Terms and Conditions” in the Special Event/Facility Use Policy) N/A Approximately how many vendors will be present? 6 6. CONTACT INFORMATION: Sondra Schwieterman Carmel PorchFest, Inc. City Indianapolis State / Province / Region IN Postal / Zip Code 46256 Country United States Street Address Address Line 2 Non-Profit Organization Is the Organization based within the City of Carmel city limits? Yes No SECURITY DEPOSIT AND FEE: Saturday, July 19, 2025 Late Night on Main Feinstein’s VIP Lounge – 7 p.m. Jai Baker – 9 p.m. VIP Lo u n g e Peace Water Re s t r o o m s 2nd Av e N W Detour Route No Parking Road Closed/Barricades Parking Roads close at 2 pm VE T E R A N S W A Y VE T E R A N S W A Y Tr a s h Tr a i l e r Vendor Entrance St a g e Bike Racks Addtl seatsBach to Rock Hot Dogs Rust Belt TacosMonterey X X X No Left/Right Turn The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use request and/or revoke any previously granted request to use a City facility for any lawful reason. DISCLAIMER: Acknowledgement and Agreement Mayor's Office ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any damage, repair or clean-up costs incurred by the City as a result of my use of a City facility. I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors, officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our use of the City-owned facility and/or property. Age Confirmation* Special Event/Facility Use Policy* * * GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT I confirm that I am 18 years of age or older. By selecting this box, I hereby acknowledge that I have read and fully understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. Carmel PorchFest, Inc. Name of Organization/Applicant Signature of Authorized Agent/Applicant Sondra Schwieterman/Executive Director Printed Name and Title (If applicable) Phone Number (Required) Address of Organization/Applicant 9/23/2024 Date City of Carmel Use Only Approved this ______day of _______________, 20 CITY OF CARMEL, INDIANA By and Through its Board of Public Works and Safety ___________________________________ Laura Campbell, Presiding Officer Date: ______________________________ ___________________________________ James Barlow, Member Date: ______________________________ ___________________________________ Alan Potasnik, Member Date: ______________________________ ATTEST: _____________________ Jacob Quinn, City Clerk ________________ Date Special Conditions:__________________________________________________________________ CITY OF CARMEL, INDIANA Information SPECIAL EVENT / FACILITY USE REQUEST FORM Please reference the City of Carmel Special Event/Facility Use Policy * Must be at least 18 years of age to complete this form. The Event Request Form must be submitted a minimum of 60 days prior to the planned date of the event or activity. Please click here to request the Carter Green or East Patio. Facility(s) 1. CITY FACILITY(S) REQUESTED: Civic Square Fountain Area Civic Square Gazebo / Lawn Japanese Garden Monon & Main Plaza Midtown Plaza (Events must be free and open to the public. We are unable to accommodate public movie requests.) Reflecting Pool (Please note that Veteran's Memorial Freedom Circle and Plaza is not available for use) Sophia Square Other 2 blocks of Main Street Request submission date: 09/23/24 Department Review: MAC: Yes, 10/18/24 CFD: Yes,10/17/24 ENG: Yes, 10/23/24 STREETS: Yes, 10/18/24 CPD: Yes,10/18/24 PARKS: Yes, 10/18/24 Neighborhood Name/Streets to be closed Upload Map Type of Closure: Further Info for type of closure Requests: 2. STREET(S) REQUESTED: Main Street between Range Line & 2nd Ave NW with stage at 2nd Ave NW facing east Include addresses as appropriate An easy to read, color map of the area is required with submission. Aug 2025 LNOM Map.pdf 328.12KB Rolling closure Total closure Lane restrictions - explain below Other - explain below N/A Explain lane restrictions needed and other needed below: 3. SPECIAL REQUESTS: Electricity Fountain Restroom - Fountain/Gazebo Reflecting Pool Restrooms N/A Other 4. CITY SERVICES NEEDED: Mark all that apply City Services Needed Cones* Barricades* Crowd-Control Gates * Standard Cones* Event Use/Purpose:* Cones/Barricades (signed agreement required) Detour/Traffic Redirection Signs (signed agreement required) Emergency Medical Services (EMS) (Extra fees may apply) Extra Patrol During Event (when available) Traffic Control (Extra fees may apply) On-site Security (Assigned off-duty CPD officers, extra fees will apply) No Parking Signs (Pick up at Carmel Police Department) Trash Trailer ($150 fee may be applied for use) N/A Other Valet No Parking Signs Agreement must be signed with Carmel Street Department before delivery/pickup Standard Cones Tall Skinny Cones Barricades (used to close roads)Crowd-Control Gates Please note the number of Barricades needed 12 Please note the number of Crowd-Control Gates needed 30 Please note the number of Standard Cones needed 10 to block dance floor 5. EVENT DETAILS Street party with live music and food and beverage vendors. Opportunity for Main Street businesses to stay open late and participate in event. Description of Event:* Event Date Start*Event Date End* If multiple dates, please list Set-Up time:*Tear Down End time:* Event Start time:*Event End time:* Rehearsal Number of People Expected:* Fees? Provide a brief description of event Street party on Main street with live music and food and beverage vendors. Event opens at 7 p.m. and ends at Midnight Attach additional pages if needed-SEE BELOW Carmel Porchfest - August 17 - Midnight Red Eye Half Page Current Ad (1).jpg 3.24MB ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT 8/16/2025 8/16/2025 2:00:00 PM 3:00:00 AM 7:00:00 PM 12:00:00 AM NA 8,000 Will a Fee be charged for this event? If yes, please describe below. Yes No EVENT SET UP: Stage City Stage Size of Stage Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may use the vendor of your choice. 10x10s if any Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600) Bounce House N/A Other Name of Merchants(s) doing the setup Vendors Vendors Present* Contact Person* Email * Phone Number:* Cell Number: Name/Organization: Address Organization Type:* Residency A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must be received prior to application review or processing. Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032) Phone Number of Merchant(s) doing set up: VENDORS: Vendors Present Food Served (May be subject to Hamilton County Health Department Inspection) Alcohol Served (Please see Section R under “General Terms and Conditions” in the Special Event/Facility Use Policy) N/A Approximately how many vendors will be present? 6 6. CONTACT INFORMATION: Sondra Schwieterman Carmel PorchFest, Inc. City Indianapolis State / Province / Region IN Postal / Zip Code 46256 Country United States Street Address Address Line 2 Non-Profit Organization Is the Organization based within the City of Carmel city limits? Yes No SECURITY DEPOSIT AND FEE: Saturday, August 16, 2025 Late Night on Main Feinstein’s VIP Lounge – 7 p.m. VIP Lo u n g e Peace Water Re s t r o o m s 2nd Av e N W Detour Route No Parking Road Closed/Barricades Parking Roads close at 2 pm Bier Bike Racks VE T E R A N S W A Y VE T E R A N S W A Y Tr a s h Tr a i l e r Hot Dogs Rust Belt Tacos Vendor Entrance Addtl seats Bach to Rock St a g e X X X No Left/Right Turn The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use request and/or revoke any previously granted request to use a City facility for any lawful reason. DISCLAIMER: Acknowledgement and Agreement Mayor's Office ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any damage, repair or clean-up costs incurred by the City as a result of my use of a City facility. I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors, officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our use of the City-owned facility and/or property. Age Confirmation* Special Event/Facility Use Policy* * * GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT I confirm that I am 18 years of age or older. By selecting this box, I hereby acknowledge that I have read and fully understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. Carmel PorchFest, Inc Name of Organization/Applicant Signature of Authorized Agent/Applicant Sondra Schwieterman, Executive Director Printed Name and Title (If applicable) Phone Number (Required) Address of Organization/Applicant 9/23/2024 Date City of Carmel Use Only Approved this ______day of _______________, 20 CITY OF CARMEL, INDIANA By and Through its Board of Public Works and Safety ___________________________________ Laura Campbell, Presiding Officer Date: ______________________________ ___________________________________ James Barlow, Member Date: ______________________________ ___________________________________ Alan Potasnik, Member Date: ______________________________ ATTEST: _____________________ Jacob Quinn, City Clerk ________________ Date Special Conditions:__________________________________________________________________ CITY OF CARMEL, INDIANA Information SPECIAL EVENT / FACILITY USE REQUEST FORM Please reference the City of Carmel Special Event/Facility Use Policy * Must be at least 18 years of age to complete this form. The Event Form must be submitted a minimum of 60 days prior to the planned date of the event or activity. Please click here to request the Carter Green or East Patio. Facility(s) 1. CITY FACILITY(S) REQUESTED: Civic Square Fountain Area Civic Square Gazebo / Lawn Japanese Garden Monon & Main Plaza Midtown Plaza (Events must be free and open to the public. We are unable to accommodate public movie requests.) Reflecting Pool (Please note that Veteran's Memorial Freedom Circle and Plaza is not available for use) Sophia Square Other =-    This was previously approved for the Civic Square Fountain area, but requester would like to change to the Civic Square Gazebo/ Lawn - they'd like to hold the ceremony in front of the north doors of City Hall in front of North doors of City Hall Request submission date: 08/20/2024Department Review:MAC: Yes, 10/18/24 CFD: Yes,10/17/24 ENG: Yes, 10/23/24 STREETS: Yes, 10/18/24CPD: Yes,10/18/24 PARKS: Yes, 10/18/24 Neighborhood Name/Streets to be closed Upload Map Type of Closure: Further Info for type of closure Requests: 2. STREET(S) REQUESTED: Include addresses as appropriate An easy to read, color map of the area is required with submission. Rolling closure Total closure Lane restrictions - explain below Other - explain below N/A Explain lane restrictions needed and other needed below: 3. SPECIAL REQUESTS: Electricity Fountain Restroom - Fountain/Gazebo Reflecting Pool Restrooms N/A Other 4. CITY SERVICES NEEDED: Mark all that apply City Services Needed Event Use/Purpose: Description of Event: Event Date Start*Event Date End* If multiple dates, please list Set-Up Time:*Tear Down Time:* Event Start time:*Event End time:* Rehearsal Number of People Expected:* Fees? Fees (cont'd) Cones/Barricades (signed agreement required) Detour/Traffic Redirection Signs (signed agreement required) Emergency Medical Services (EMS) (Extra fees may apply) Extra Patrol During Event (when available) Traffic Control (Extra fees may apply) On-site Security (Assigned off-duty CPD officers, extra fees will apply) No Parking Signs (Pick up at Carmel Police Department) Trash Trailer ($150 fee may be applied for use) N/A Other 5. EVENT DETAILS Civil Ceremony Provide a brief description of event A quick civil wedding ceremony with a group of 10-12 people total. Attach additional pages if needed-SEE BELOW ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT 9/6/2025 9/6/2025 1:00:00 PM 4:00:00 PM 1:00:00 PM 4:00:00 PM NA 12 Will a Fee be charged for this event? If yes, please describe below. Yes No Purpose of fee Non-refundable out of state request fee EVENT SET UP: Stage Vendors Contact Person* Email * Phone Number:* Cell Number: Name/Organization: Address Organization Type:* Size of Stage Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may use the vendor of your choice. Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600) Bounce House N/A Other Name of Merchants(s) doing the setup Phone Number of Merchant(s) doing set up: VENDORS: Vendors Present Food Served (May be subject to Hamilton County Health Department Inspection) Alcohol Served (Please see Section R under “General Terms and Conditions” in the Special Event/Facility Use Policy) N/A 6. CONTACT INFORMATION: Emma Paris Emma Paris City Cincinnati State / Province / Region OH Postal / Zip Code 45213 Country United States Street Address Address Line 2 Apt. 7 Individual Residency A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must be received prior to application review or processing. Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032) The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use request and/or revoke any previously granted request to use a City facility for any lawful reason. Is the requestor a citizen of the City of Carmel? Yes No SECURITY DEPOSIT AND FEE: DISCLAIMER: Acknowledgement and Agreement Mayor's Office ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any damage, repair or clean-up costs incurred by the City as a result of my use of a City facility. I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors, officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our use of the City-owned facility and/or property. Age Confirmation* Special Event/Facility Use Policy* * * GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT I confirm that I am 18 years of age or older. By selecting this box, I hereby acknowledge that I have read and fully understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. Emma Paris Name of Organization/Applicant Signature of Authorized Agent/Applicant Emma Paris Printed Name and Title (If applicable) Phone Number (Required) Cincinnati, OH 45213 Address of Organization/Applicant 8/20/2024 Date City of Carmel Use Only Approved this ______day of _______________, 20 CITY OF CARMEL, INDIANA By and Through its Board of Public Works and Safety ___________________________________ Laura Campbell, Presiding Officer Date: ______________________________ ___________________________________ James Barlow, Member Date: ______________________________ ___________________________________ Alan Potasnik, Member Date: ______________________________ ATTEST: _____________________ Jacob Quinn, City Clerk ________________ Date Special Conditions:__________________________________________________________________ CITY OF CARMEL, INDIANA Information CARTER GREEN SPECIAL EVENT / FACILITY USE REQUEST FORM Please reference the City of Carmel Special Event/Facility Use Policy * Must be at least 18 years of age to complete this form. FACILITY* Neighborhood Name/Streets to be closed 1. CITY FACILITY REQUESTED: Mark all that apply CARTER GREEN (area between Palladium & James Building) PALLADIUM EAST PATIO (on the Campus of the Center for the Performing Arts) 2. STREET(S) REQUESTED: Include addresses as appropriate Request submission date: 09/29/24Department Review: MAC: Yes, 10/18/24 CFD: Yes,10/17/24 ENG: Yes, 10/23/24 STREETS: Yes, 10/18/24CPD: Yes,10/18/24 PARKS: Yes, 10/18/24 Center of Performing Arts Recommendation10/08/24Yes UPLOAD MAP Type of Closure: Further Info for type of closure REQUESTS: CITY SERVICES NEEDED: Event Use/Purpose: Description of Event: An easy to read, color map of the area is required with submission. Rolling closure Total closure Lane restrictions - explain below Other - explain below N/A Explain lane restrictions needed and other needed below: 3. SPECIAL REQUESTS: Mark all that apply ELECTRICITY JAMES BUILDING RESTROOMS (CARTER GREEN) *Extra fees apply N/A Other 4. CITY SERVICES NEEDED: Mark all that apply Cones/Barricades (signed agreement required) Detour/Traffic Redirection Signs (signed agreement required) Emergency Medical Services (EMS) (Extra fees may apply) Extra Patrol During Event (when available) Traffic Control (Extra fees may apply) On-site Security (Assigned off-duty CPD officers, extra fees will apply) No Parking Signs (Pick up at Carmel Police Department) Trash Trailer ($150 fee may be applied for use) N/A Other 5. EVENT DETAILS: Secret Families of Hamilton County Fall Festival/Vendor Boutique Fair to raise funds for our mission of serving families in need in Hamilton County during the holiday season. Provide a brief description of event We just completed our inaugural fall festival and vendor boutique fair in Arcadia IN and are looking to move the event to Carmel in 2025. In 2024 we had 75+ vendors participate and are hoping to grow the festival to 110 vendors in 2025. At this festival we had craft and artisan vendors, kids activities such as face painting, food vendors and live music. Attached is a copy of our flyer from the 2024 event for your reference. Attach additional pages if needed-SEE BELOW flyer.pdf 2.03MB ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT Event Date Start*Event Date End* If multiple dates, please list Set-Up time* Tear Down End time* Event Start time:* Event End time:* Rehearsal Number of People Expected:* Fees? Fees (cont'd) 9/21/2025 9/21/2025 We are flexible on our date. 8:00:00 AM 6:00:00 PM 11:00:00 AM 5:00:00 PM NA 500 Will a Fee be charged for this event? If yes, please describe below. YES NO Purpose of fee Vendors will pay booth fee as main fundraiser. EVENT SET UP: Mark all that apply Stage stage within Carter Green Size of Stage Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may use the vendor of your choice. 10x10 Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571- 2600) Bounce House N/A Other Vendors Vendors Present* Contact Person Email Phone Number: Cell Number: Name/Organization: Address Organization Type:* Residency A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must be received prior to application review or processing. Vendors would be setting up their own tents for the event. Name of Merchants(s) doing the setup Phone Number of Merchant(s) doing set up: VENDORS: Mark all that apply VENDORS PRESENT FOOD SERVED (May be subject to Hamilton County Health Department inspection.) ALCOHOL SERVED - Please see Section R under “General Terms and Conditions” in the Public Use Policy. N/A Approximently how many vendors will be present? 110 6. CONTACT INFORMATION: Leachia Kern Secret Families of Hamilton County City Carmel State / Province / Region IN Postal / Zip Code 46033 Country United States Street Address Address Line 2 Non-Profit Organization Is the Organization based within the City of Carmel city limits? Yes No SECURITY DEPOSIT AND FEE: Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032) The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use request and/or revoke any previsously granted request to use a City facility for any lawful reason. DISCLAIMER: Acknowledgement and Agreement Mayor's Office ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any damage, repair or clean-up costs incurred by the City as a result of my use of a City facility. I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors, officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our use of the City-owned facility and/or property. Age Confirmation* Special Event/Facility Use Policy* * * GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT I confirm that I am 18 years of age or older. By selecting this box, I hereby acknowledge that I have read and fully understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. Secret Families of Hamilton County Name of Organization/Applicant Signature of Authorized Agent/Applicant Leachia Kern, Co-Executive Director Printed Name and Title (If applicable) (Required) Address of Organization/Applicant 9/29/2024 Date City of Carmel Use Only Approved this ______day of _______________, 20 CITY OF CARMEL, INDIANA By and Through its Board of Public Works and Safety ___________________________________ Laura Campbell, Presiding Officer Date: ______________________________ ___________________________________ James Barlow, Member Date: ______________________________ ___________________________________ Alan Potasnik, Member Date: ______________________________ ATTEST: _____________________ Jacob Quinn, City Clerk ________________ Date Special Conditions:__________________________________________________________________ CITY OF CARMEL, INDIANA Information SPECIAL EVENT / FACILITY USE REQUEST FORM Please reference the City of Carmel Special Event/Facility Use Policy * Must be at least 18 years of age to complete this form. The Event Request Form must be submitted a minimum of 60 days prior to the planned date of the event or activity. Please click here to request the Carter Green or East Patio. Facility(s) 1. CITY FACILITY(S) REQUESTED: Civic Square Fountain Area Civic Square Gazebo / Lawn Japanese Garden Monon & Main Plaza Midtown Plaza (Events must be free and open to the public. We are unable to accommodate public movie requests.) Reflecting Pool (Please note that Veteran's Memorial Freedom Circle and Plaza is not available for use) Sophia Square Other Listed in description Request submission date: 10/23/2024 Department Review:MAC: Yes, 10/28/2024 CFD: Yes, 10/24/2024 ENG: Yes, 10/30/2024 STREETS: Yes, 10/30/204 CPD: Yes,10/28/2024 PARKS: Yes, 10/28/2024 Neighborhood Name/Streets to be closed Upload Map Type of Closure: Further Info for type of closure Requests: 2. STREET(S) REQUESTED: N/A Include addresses as appropriate An easy to read, color map of the area is required with submission. Holiday Trolley Map 2024.pdf 599KB Rolling closure Total closure Lane restrictions - explain below Other - explain below N/A Explain lane restrictions needed and other needed below: 2-3 "No Parking" signs at each location 3. SPECIAL REQUESTS: Electricity Fountain Restroom - Fountain/Gazebo Reflecting Pool Restrooms N/A Other 4. CITY SERVICES NEEDED: Mark all that apply City Services Needed No Parking Signs* Event Use/Purpose:* Description of Event:* Event Date Start * Per the City of Carmel Special Event/Facility Use Policy, requests must be received at least 60 days prior to the event. Event Date End* Cones/Barricades (signed agreement required) Detour/Traffic Redirection Signs (signed agreement required) Emergency Medical Services (EMS) (Extra fees may apply) Extra Patrol During Event (when available) Traffic Control (Extra fees may apply) On-site Security (Assigned off-duty CPD officers, extra fees will apply) No Parking Signs (Pick up at Carmel Police Department) Trash Trailer ($150 fee may be applied for use) N/A Other Please note the number of NO PARKING SIGNS needed 30 5. EVENT DETAILS City of Carmel Holiday Trolley Provide a brief description of event Dates & Times Setup Date: Friday, November 22, 8 A.M. 1. Saturday, November 23, 2 P.M. – 9 P.M. 2. Friday, November 29, 5 P.M.- 9 P.M. 3. Saturday, November 30, 2 P.M. – 9 P.M. 4. Friday, December 6, 5 P.M.- 9 P.M. 5. Saturday, December 7, 2 P.M. – 9 P.M. 6. Friday, December 13, 5 P.M.- 9 P.M. 7. Saturday, December 14, 2 P.M. – 9 P.M. 8. Friday, December 20, 5 P.M – 9 P.M. 9. Saturday, December 21, 2 P.M – 9 P.M. Trolley Stops 1. Indiana Design Center 2. 1st & Main (Across from Woody’s) – 2 parking spots 3. Christkindlmarkt (North entrance) – 2 parking spots 4. W Main St. & Monon Blvd. (Bub’s Burgers) – 2 parking spots 5. City Center – Tent in front of In Cycle, no parking spaces needed 6. W Elm St. & Monon Blvd. (Garden Table) – 2 parking spots 7. Civic Square (SW corner of fountain, in the corner near gazebo) Attach additional pages if needed-SEE BELOW ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT 11/22/2024 12/21/2024 If multiple dates, please list Set-Up time:* Tear Down End time:* Event Start time:*Event End time:* Rehearsal Number of People Expected:* Fees? Dates & Times Setup Date: Friday, November 22, 8 A.M. 1. Saturday, November 23, 2 P.M. – 9 P.M. 2. Friday, November 29, 5 P.M.- 9 P.M. 3. Saturday, November 30, 2 P.M. – 9 P.M. 4. Friday, December 6, 5 P.M.- 9 P.M. 5. Saturday, December 7, 2 P.M. – 9 P.M. 6. Friday, December 13, 5 P.M.- 9 P.M. 7. Saturday, December 14, 2 P.M. – 9 P.M. 8. Friday, December 20, 5 P.M – 9 P.M. 9. Saturday, December 21, 2 P.M – 9 P.M. 8:00:00 AM 4:00:00 AM 2:00:00 PM 9:00:00 PM NA 1,000 Will a Fee be charged for this event? If yes, please describe below. Yes No EVENT SET UP: Stage Size of Stage Tent(s) – If placing a tent over the entire green space at Midtown Plaza, the exclusive vendor for tent rental is A-Classic Party Rentals (317-251-7368). Otherwise, you may use the vendor of your choice. 10x10 tents Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600) Bounce House N/A Other Party Time Rental Name of Merchants(s) doing the setup 3175362022 Phone Number of Merchant(s) doing set up: VENDORS: Vendors Contact Person* Email* Phone Number:* Cell Number: Name/Organization: Address Organization Type:* Residency A refundable Security Deposit in the amount of $100 for any applicant located or residing within Carmel city limits or a non-refundable event fee in the amount of $150 for any applicant located or residing outside of Carmel city limits must be received prior to application review or processing. Payment may be made online using a credit or debit card at https://www.govpaynow.com . PLC #A0026j, calling the Govpay call center at 1-888-604-7888 (give them PLC#) or in the form of a certified check or money order made payable to the City of Carmel. (Mail to: Carmel City hall, Attn: Lobby Desk, 1 Civic Square, Carmel, IN 46032) The Carmel Board of Public Works and Safety reserves the right, in its sole discretion, to deny any facility use request and/or revoke any previously granted request to use a City facility for any lawful reason. Vendors Present Food Served (May be subject to Hamilton County Health Department Inspection) Alcohol Served (Please see Section R under “General Terms and Conditions” in the Special Event/Facility Use Policy) N/A 6. CONTACT INFORMATION: Tierra Bush tbush@carmel.in.gov 3176182799 City of Carmel City Carmel State / Province / Region IN Postal / Zip Code 46032 Country United States Street Address 1 Civic Square Address Line 2 Non-Profit Organization Is the Organization based within the City of Carmel city limits? Yes No SECURITY DEPOSITAND FEE: DISCLAIMER: Acknowledgement and Agreement Mayor's Office ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH SPECIAL EVENT/FACILITY USE POLICY I have read and understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. I will leave the City facility I use in the same condition that it was immediately prior to my use thereof. I agree to pay for any damage, repair or clean-up costs incurred by the City as a result of my use of a City facility. I hereby certify that I, and the organization I represent, if applicable, agree to be bound by the City's Special Event/Facility Use Policy and by any addition conditions or restrictions placed upon my/our use of a City facility by the Board. I understand that the Board has the right to deny, alter or revoke my request for the use of a City facility for any lawful reason. I and/or my organization also agree to indemnify and hold harmless the City of Carmel and all of its directors, officers, employees, agents and affiliates from any claims of whatever nature (whether foreseeable or not) arising from or in connection with this Application for any damages, costs or expenses incurred directly or indirectly as a result of my/our use of the City-owned facility and/or property. Age Confirmation* Special Event/Facility Use Policy* * * GO TO THE CITY OF CARMEL USE ONLY TAB AND CLICK ON SUBMIT I confirm that I am 18 years of age or older. By selecting this box, I hereby acknowledge that I have read and fully understand the City of Carmel, Indiana ("City") Special Event/Facility Use Policy and agree to be bound by all the terms and conditions set forth therein. City of Carmel Name of Organization/Applicant Signature of Authorized Agent/Applicant Tierra Bush, Project Manager - Events Printed Name and Title (If applicable) 3176182799 Phone Number (Required) 1 Civic Square Carmel, IN 46032 Address of Organization/Applicant 10/23/2024 Date City of Carmel Use Only Approved this ______day of _______________, 20 CITY OF CARMEL, INDIANA By and Through its Board of Public Works and Safety ___________________________________ Laura Campbell, Presiding Officer Date: ______________________________ ___________________________________ James Barlow, Member Date: ______________________________ ___________________________________ Alan Potasnik, Member Date: ______________________________ ATTEST: _____________________ Jacob Quinn, City Clerk ________________ Date Special Conditions:__________________________________________________________________ * ALL AGENDA ITEMS ARE DUE AT 4 PM UNLESS SPECIFIED OTHERWISE BPW Date *Due Date for Agenda January 8th December 30th * Meeting moved from 1st Wednesday to 2nd Wednesday, January 8th January 22th January 15th * Meeting moved from 3rd Wednesday to the 4th Wednesday January 22th February 5th January 29th February 19th February 12th March 5th February 26th March 19th March 12th April 2rd March 26th April 16th April 9th May 7th April 30th May 21st May 14th June 4th May 28th June 18th June 11th July 2nd June 25th July 16th July 9th August 6th July 30th August 20th August 13th September 3rd August 27th September 17th September 10th October 1st September 24th October 15th October 8th November 5th October 29th November 19th November 12th December 3rd November 25th at 12pm Deadline will be at 12pm on November 25th due to the holiday week December 17th December 10th 2025 BPW Dates and Deadlines October 29, 2024 Board of Public Works and Safety One Civic Square Carmel, Indiana 46032 RE: GRANT OF PERPETUAL STORM WATER QUALITY MANAGEMENT EASEMENT- 3309 E 146th STREET Dear Board Members: SAMM, LLC, the property owner of 3309 E 146th St., has requested the city accept a Grant of Perpetual Storm Water Quality Management Easement associated with proposed site improvements. Attached are the required Grant of Perpetual Storm Water Quality Management Easement documents. The Department of Engineering has reviewed the attached forms and found them sufficient for Board signatures. Sincerely, Bradley Pease, P.E. City Engineer October 29, 2024 Board of Public Works and Safety One Civic Square Carmel, Indiana 46032 RE: RIGHT OF WAY DEDICATION – 4130 W 131st STREET Dear Board Members: The property owners of the above referenced address have requested the Board approve a Dedication of Public Right of Way. On behalf of the City of Carmel, I would like to thank the property owners for this Dedication of Right of Way. I recommend the Board accept and sign this document. Sincerely, Bradley Pease, P.E. City Engineer ATTACHMENT: DEDICATION DOCUMENTS October 29, 2024 Board of Public Works and Safety One Civic Square Carmel, Indiana 46032 RE: STORMWATER TECHNICAL STANDARDS WAIVER – LEO AT CARMEL Dear Board Members: Weihe Engineers has requested a waiver from the Stormwater Technical Standards Manual in association with new residential neighborhood, LEO at Carmel, within the Legacy Development (exhibits attached). The Department of Engineering, in review of the proposed conditions and design standards, has determined that the waivers requested are valid given the existing site constraints involved with the project and recommend approval. Sincerely, Bradley Pease, P.E. City Engineer 10505 North College Avenue Indianapolis, IN 46280 www.weihe.net (317) 846-6611 (800) 452-6408 Fax: (317) 843- 0546 Allen H. Weihe, P.E., L.S., - Founder October 18, 2024 City of Carmel Attn.: Jeremy Kashman 1 Civic Square Carmel, IN 46032 317-571-2441 RE: LEO at Carmel, Carmel Wavier Requests Mr. Kashman: Advenir Oakley Development, LLC is proposing to construct a multi-family, for rent, housing development on an approximate 30-acre parcel located at the southwest corner of 146th Street and Community Drive, which is a part of the Legacy Development. On behalf of the Developer, I would like to request the following waivers: 1. Storm sewer material (8-inch) – Substitute reinforced concrete pipe (RCP) with HP double wall pipe in private areas only (storms sewers dedicated to the City will remain RCP). 2. Drainage easement reduction – Request to reduce the drainage easements located within private areas as depicted on the construction plans (drainage easements within the City R/W and downstream will remain 30-foot). If you have any questions or need any additional information for these requests, please contact me at 317-846-6611. Thank you, Rick Ellis Sr. Project Manager, Residential Development Cc: Crossroad Engineers October 29, 2024 Board of Public Works and Safety One Civic Square Carmel, Indiana 46032 RE: REVOCATION OF CONSENT TO ENCROACH AGREEMENT- 41 NORTH RANGELINE - LOT ONE PARTNERS, LLC Dear Board Members: The Department of Engineering is recommending revocation of the existing consent to encroach agreement between the City and Lot One Partners, LLC, approved by the Board on September 6, 2023. The agreement allowed a 2.5’ encroachment into the east/west alley accessed via 1st AVE NE to install a curb and handrail along the pedestrian access walkway. This encroachment has been found to limit vehicular access through the alley, causing vehicles to drive onto the private property south of the alley to access a loading zone. The Department of Engineering has confirmed the removal of the encroachment will not create any code violations or other safety hazards and therefore requests the board revoke the consent to encroach agreement and require removal of the encroachment to restore unobstructed vehicular access through the alley. Sincerely, Bradley Pease, P.E. City Engineer ATTACHMENTS: CONSENT TO ENCROACH AGREEMENT