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Home My WebLink AboutBPW Meeting Minutes 12-18-24Board of Public Works and Safety Meeting Minutes Wednesday, December 18, 2024 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Chairwoman Campbell called the meeting to order at 10:00 AM MEMBERS PRESENT Chairwoman Laura Campbell, Board Members James Barlow and Alan Potasnik, and City Clerks Jacob Quinn and Jessica Dieckman are present. MINUTES Minutes from the December 4, 2024, Regular Meeting. Board Member Barlow moved to approve. Board Member Potasnik seconded. Minutes approved 3-0. BID OPENINGS, RECOMMENDATIONS, AND AWARDS Bid Opening for Neighborhood Drainage Improvements at Pawne Road & Auman Drive Loop Board Member Potasnik opened the bids, and Board Member Potasnik read them aloud: Contractor Bid Allstar Paving, Inc $2,187,524.70 Yarberry Companies, Inc. $1,860,631.00 Indiana Excavating Services LLC $1,559,440.00 Calumet Civil Contractors, Inc. $1,381,000.00 OLCO, Inc. $1,483,923.50 William Charles Construction $1,378,000.00 Morphy Construction $1,597,000.00 E&B Paving $1,487,295.00 Bid Opening for 20-ENG-13 Intersection Improvements-106th and Westfield Roundabout Board Member Potasnik opened the bids, and Board Member Potasnik read them aloud: Contractor Bid Calumet Civil Contractors Inc. $2,307,500.00 Reith Riley Construction $2,587,433.01 Morphy Construction $2,687,901.00 E&B Paving $2,364,889.54 Bid Award for 24-STR-09 Street Department Building Upgrades; Crystal Edmondson, Street Department, recommended awarding the bid to Kevin P. Sullivan, KPS Builders, Inc., for $425,795.00 as they were the lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Barlow seconded. Bid approved 3-0. Docusign Envelope ID: B6121DF7-BD5A-4B98-83DE-9BB02C9A1158 Bid Recommendation for 24-STR-07 106th St Bridge Repair; Crystal Edmondson, Street Department, recommended rejecting the bid. Our only bidder was Superior Construction. They made a mistake in their pricing calculations. We plan to rebid this project in January. Board Member Barlow moved to reject the bid. Board Member Potasnik seconded. Bid Rejected 3-0. Bid Award for 24-STR-08 Tarkington and Palladium Surface Replacement; Crystal Edmondson, Street Department, recommended awarding the bid to William Charlies Construction Company, LLC, for $730,000.00 as they were the lowest quote and most responsive. Board Member Barlow moved to approve. Board Member Potasnik seconded. Bid approved 3-0. Bid Award for Well 29; John Duffy, Director of Utilities, recommended awarding the bid to National Water Services, LLC, for $848,848.00 as they were the lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Barlow seconded. Bid approved 3-0. Bid Award for West Ground Storage Tank Booster Pump Station: John Duffy, Director of Utilities, recommended awarding the bid to Theinaman Construction, Inc., for $5,448,000.00 as they were the lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Barlow seconded. Bid approved 3-0. Bid Award for West Ground Storage Tank; John Duffy, Director of Utilities, recommended awarding the bid to Preload, LLC, for $6,288,000.00 as they were the lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Barlow seconded. Bid approved 3-0. TABLED ITEMS Request for Revocation of Consent to Encroach; 41 North Rangeline; Lot One Partners, LLC TABLED 11-06-24 REMAINS TABLED CONTRACTS Request for Purchase of Goods and Services; United Construction Services; ($3,943.00); 20-ENG-06 Hydrant Extensions, Haverstick Multi-Use Path; CO #3; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; United Construction Services; ($1,938.70); 20-ENG-06 Sode Repairs, Haverstick Multi-Use Path; C0 #4; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Purchase of Goods and Services; JKES Inc., dba Smith Projects; ($7,250.00); 22-SW-01 Additional Pumps, Springmill Run Culvert Replacement; CO #1; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Professional Services; Clark Dietz, Inc.; ($178,428.00); Auman-Newark Sidewalk and Drainage; Additional Services Amendment 2a; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Docusign Envelope ID: B6121DF7-BD5A-4B98-83DE-9BB02C9A1158 Request for Professional Services; CrossRoad Engineers, P.C.; ($75,000.00); On-Call Engineering and Inspection Services; Additional Services Amendment 12; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Agreement of Consulting Services; Andris Berzins; ($54,000.00); Sister Cities Community Engagement Consultant; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; Howard Companies; ($23,760.00); 24-STR-03 Path Preservation; CO #1; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Purchase of Goods and Services; Howard Companies; ($189,435.44); 24-STR-02 Paving; CO #2; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Purchase of Goods and Services; Custom Truck Equipment, LLC; ($167,541.00); Forestry Truck; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; Kevin P. Sullivan Builders, Inc d/b/a KPS Commercial Construction; ($425,795.00); 24-STR-09 Street Department Building Upgrades; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Purchase of Goods and Services; Mainscape, Inc.; ($77,894.00); Snow Removal; Additional Services Amendment; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request for Purchase of Goods and Services; Pearson Ford, Inc.; ($126,995.00); Four 2025 Ford Maverick Hybrid XLT AWD; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request for Purchase of Goods and Services; William Charles Construction Company, LLC; ($730,000.00); 24-STR-08 Tarkington and Palladium Surface Replacement; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. REQUEST TO USE CITY STREETS/PROPERTY Request to use Midtown Plaza; Summer Yoga Series; May 17, June 21, August 16, 2025; 8:00 AM to 11:00 AM; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Request to Use Palladium East Patio; Special Request to Use Electricity; Wedding Ceremony; August 23, 2025; 2:00 PM to 6:30 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Request to Use Palladium East Patio; Special Request to Use Electricity; Wedding Ceremony; September 20, 2025; 2:00 PM to 6:30 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Docusign Envelope ID: B6121DF7-BD5A-4B98-83DE-9BB02C9A1158 OTHER Request for Stormwater Technical Standards Waiver; 13280 Six Points Road; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. ADD-ONS Board Member Barlow moved to add-on two items to the agenda. Board Member Potasnik seconded. The add-on was approved 3-0. Request for Professional Services; HUB International Midwest Limited; Retirement Investing Advisor; Sergey Grechukhin, Corporation Counsel, briefly speaks. As you will see, although the agreement was executed in late November, the process of switching to the new retirement investing advisor took some time, as specific policies and document transfers had to be accomplished before this item was introduced for your approval. Now that the Finance Department has accomplished that, we can move forward with the final execution on the City’s end. You may have already heard about this agreement through a press release, as it was one of Mayor Finkam's priority items. Still, this agreement establishes a new retirement investing advisor representative that will support the City’s 457(b) and 401(a) deferred compensation plans and provide financial wellness advice and investment education services to the City’s employees. HUB International was selected from several qualified submissions and presented the best proposal; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Board Member Potasnik moved to add-on two items to the agenda. Board Member Barlow seconded. The add-on was approved 3-0. Request for Agreement between City and Vender; Hamilton County Indiana; Auman-Newark Sidewalk & Stormdrain Improvements; Sergey Grechukhin, Corporation Counsel, briefly speaks, CDBG grants originate with the U.S. Department of Housing and Urban Development that accepts applications for neighborhood improvement plans from municipalities/government units around the country. The usual purposes for the grants include public infrastructure improvements such as roadway improvements, sidewalks and other related infrastructure improvements (curbs, drainage, stormwater, etc), connectivity improvements, etc. Hamilton County applies for bulk CDBG grants for the units within the county, including Carmel. The County is considered a grantee. In turn, municipalities within the County submit infrastructure improvement proposals that may be eligible for the CDBG funds- these municipalities are called subrecipients. Carmel submitted and will be a subrecipient of such a grant in the designated amount for public infrastructure improvement within the Auman-Newark subdivision. Specifically, the upgrades will include 5870 linear feet of new public sidewalk and curb and stormwater drain updates. All updates must be completed by August 1, 2026, and the bids for the project will be open on Wednesday. We must also meet some federal standard requirements: construction, administrative, anti-discrimination, labor, environmental, etc. Carmel standards either meet or frequently exceed those. The Agreement outlines these provisions in more detail. In sum, the CDBG grants offset the cost of specific eligible projects for local municipalities and have been a source of additional funds supplementing our budgets. Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. Docusign Envelope ID: B6121DF7-BD5A-4B98-83DE-9BB02C9A1158 Board Member Potasnik moved to add-on two items to the agenda. Board Member Barlow seconded. The add-on was approved 3-0. Request for Purchase of Goods and Services; Lenco Armored Vehicles;($378,599.00); Bearcat Armored Vehicle; Benjamin Legge, Corporation Counsel, briefly speaks; the Carmel Police Department respectfully requests that the attached Agreement for the purchase of a Lenco BearCat (an armored security vehicle for SWAT. This contract was delayed due to quoting errors and term negotiations. Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. Board Member Barlow moved to add two items to the agenda, and Board Member Potasnik seconded. The add-on was approved 3-0. Request for Purchase of Goods and Services; Pearson Ford, Inc.;($90,152.50); Two 2024 Ford F- 150 STX; Additional Services Amendment; Benjamin Legge, Corporation Counsel, briefly speaks; the Carmel Police Department respectfully requests for budgetary purposes, CPD would like to move forward with the purchase in this calendar year. It was only recently determined that the purchase of the two trucks needed to be combined under one ASA, and for budgetary purposes, the Department would like to move forward with the purchase this calendar year. This item qualifies for a special purchase exemption because of the government discount and savings to the department. Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. ADJOURNMENT Chairwoman Campbell adjourned the meeting at 10:29 AM. APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Chairwoman Laura Campbell ATTEST: __________________________________ Jacob Quinn – City Clerk Docusign Envelope ID: B6121DF7-BD5A-4B98-83DE-9BB02C9A1158