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Home My WebLink AboutBPW Meeting Minutes 02-19-25Board of Public Works and Safety Meeting Minutes Wednesday, February 19, 2025 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Board Member James Barlow called the meeting to order at 10:00 AM MEMBERS PRESENT Board Members James Barlow, Alan Potasnik, City Clerk Jacob Quinn, and Jessica Dieckman were present. MINUTES Minutes from the February 05, 2025, Regular Meeting. Board Member Potasnik moved to approve. Board Member Barlow seconded. Minutes approved 2-0. BID OPENINGS, RECOMMENDATIONS, AND AWARDS Bid Opening for City of Carmel RFQ for Vehicles 2025; Board Member Potasnik unsealed the bids, and Board Member Potasnik read them aloud: Group 1 Contractor Bid Eby Ford Sales, Inc $970,889.80 Kelley Automotive Group $975,568.00 Tom Wood Ford $1,022,810.00 Pearson Ford, Inc. $1,055,222.75 Andy Mohr Ford $1,125,149.18 Group 2 Contractor Bid Kelley Automotive Group $168,484.00 Eby Ford Sales, Inc $169,365.60 Tom Wood Ford $177,840.00 Pearson Ford, Inc. $185,521.00 Andy Mohr Ford $194,218.32 Group 3 Contractor Bid Eby Ford Sales, Inc $127,906.20 Kelley Automotive Group $128,520.00 Tom Wood Ford $134,460.00 Pearson Ford, Inc. $140,052.75 Andy Mohr Ford $148,060.74 Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9 Group 4 Contractor Bid Dan Young Tipton LLC $49,802.95 John Jones Police Pursuit Vehicles $50,739.22 Group 5 Contractor Bid Eby Ford Sales, Inc $46,325.40 Tom Wood Ford $46,530.00 Pearson Ford, Inc. $48,351.25 Andy Mohr Ford $49,084.68 Group 6 Contractor Bid John Jones Police Pursuit Vehicles $94,546.00 Group 7 Contractor Bid Dan Young Tipton LLC $107,483.92 John Jones Police Pursuit $112,134.44 Group 8 Contractor Bid Dan Young Tipton LLC $107,483.92 John Jones Police Pursuit Vehicles $126,472.50 Group 9 Contractor Bid John Jones Police Pursuit Vehicles $42,944.50 Group 10 Contractor Bid Dan Young Tipton LLC $83,160.60 John Jones Police Pursuit Vehicles $85,722.80 Group 11 Contractor Bid Eby Ford Sales, Inc $49,240.00 Pearson Ford, Inc $49,306.25 Tom Wood Ford $50,225.00 Andy Mohr Ford $5,191,328.00 Group 12 Contractor Bid Tom Wood Ford $125,4480.00 Pearson Ford, Inc. $126,861.00 Eby Ford Sales, Inc $127,390.80 Andy Mohr Ford $129,083.92 Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9 Group 13 Contractor Bid Eby Ford Sales, Inc $50,646.26 Tom Wood Ford $50,870.00 Pearson Ford, Inc. $52,407.25 Andy Mohr Ford $55,175.53 Group 14 Contractor Bid Tom Wood Ford $68,350.00 Pearson Ford, Inc. $69,810.25 Eby Ford Sales, Inc $70,721.00 Andy Mohr Ford $70,937.24 Group 14 Contractor Bid Tom Wood Ford $68,350.00 Pearson Ford, Inc. $69,810.25 Eby Ford Sales, Inc $70,721.00 Andy Mohr Ford $70,937.24 Group 15 Contractor Bid Eby Ford Sales, Inc $68,510.36 Tom Wood Ford $69,960.00 Pearson Ford, Inc. $70,541.25 Andy Mohr Ford $72,587.24 Group 16 Contractor Bid Tom Wood Ford $54,150.00 Pearson Ford, Inc. $54,235.25 Eby Ford Sales, Inc $54,438.20 Andy Mohr Ford $56,326.08 Group 17 Contractor Bid Eby Ford Sales, Inc $55,510.00 Tom Wood Ford $55,825.00 Pearson Ford, Inc. $55,963.25 Andy Mohr Ford $58,040.08 Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9 Bid Opening for 22-ENG-05 99th Street Path Construction Between Westfield Blvd and Haverstick Road; Board Member Potasnik unsealed the bids, and Board Member Potasnik read them aloud: Contractor Bid Calumet Civil Contractors, Inc. $575,000.00 All Star Paving Inc $668,835.00 E&B Paving LLC $668,943.82 Morphey Contruction, Inc $677,000.00 OLCO, Inc $688,842.1852 Yarberry Companies, Inc. $824,272.90 Rieth-Riley Construction Co, Inc $886,086.183 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 Agreement between the Park Board and City of Carmel; Parks Resource Officer Agreement with Carmel Police Department; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request for Professional Services; American Structurepoint, Inc.; ($698,000.00); 24-ENG-07 Raised Crosswalks at Hazel Dell, Gray Road, and Main Street; Additional Services Amendment #1; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request for Professional Services; CHA Consulting, Inc.; ($57,500.00); 18-ENG-02 106TH Hazel Dell Roundabout; Additional Services Amendment #1; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request for Professional Services; CrossRoad Engineers, P.C.; ($240,000.00); On Call Plan Review 2025-2026; Additional Services Amendment #3; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Carter Green and Palladium East Patio; Special Request to Use Electricity; Mira Awards; February 26 through 27, 2025; 5:00 PM to 11:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use Midtown Plaza; Community Sensory Day; March 8, 2025; 9:00 PM to 2:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9 Request to Use/Close City Streets; Annual St. Patrick’s Celebration; March 14 though 17, 2025; 8:00 AM to 1:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use Civic Square Gazebo and Lawn; The CardioCare Race for Hearts 5K; March 29, 2025; 8:00 AM to 1:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use/Close City Streets; High School Graduation; May 17, 2025; 12:00 PM to 5:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use Carter Green and Use/Close City Streets; Special Request to Use Electricity; Juneteenth Celebration; June 19, 2025; 10:00 AM to 10:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use/Close City Streets; RUN (317) Village of WestClay 5k; June 19, 2025; 12:00 PM to 9:30 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use Reflecting Pool; Special Request to Use Electricity and Reflecting Pool Restrooms; Submarine Club Event; August 9 through 10, 2025; 7:00 AM to 5:00 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request to Use Civic Square Gazebo and Lawn; Special Request to Use Fountain Restrooms; Wedding Ceremony; September 06, 2025; 5:00 PM to 10:30 PM; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. OTHER Resolution BPW 02-19-25-01; Approving the Exchange of Property Between Government Entities; Board of Trustees of Sugar Creek Township, Hancock County; ($300,000.00); 2013 Marion Body Works Inc. Rescue Truck; Board Member Potasnik moved to approve. Board Member Barlow seconded. Resolution approved 2-0. Request for Waiver of BPW Resolution No. 04-28-17-01; 10604 106TH Place; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request for Stormwater Technical Standard Waiver; Carmel High School Tennis Complex; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request for Stormwater Technical Standard Waiver; 4411 E 146th Street; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Request for Acknowledgment of Grant Agreement; Gregory Hancock Dance Theatre; ($103,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0. Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9 Request for Acknowledgment of Grant Agreement; Booth Tarkington Civic Theatre; ($205,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0. Request for Acknowledgment of Grant Agreement; Carmel International Arts Festival, Inc.; ($56,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 Request for Acknowledgment of Grant Agreement; Carmel Symphony Orchestra, Inc.; ($275,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 Request for Acknowledgment of Grant Agreement; The Great American Songbook Foundation; ($208,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 Request for Acknowledgment of Grant Agreement; The Cat; ($70,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 Request for Acknowledgment of Grant Agreement; Actors Theatre of Indiana, Inc.; ($205,000.00); 2025 Arts Grants; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 Request for Grant Agreement; Carmel Clay Historical Society; ($100,000.00); Grant for Carmel Clay History Museum; Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Uniform Conflict of Interest; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 Uniform Conflict of Interest; Board Member Potasnik moved to approve. Board Member Barlow seconded. Acknowledgment approved 2-0 ADD-ONS Board Member Potasnik moved to add-on a item to the agenda. Board Member Barlow seconded. Add-On Approved 2-0. Request for Agreement with Ground Lease; Martin Marietta Materials, Inc.; ($10 per month); The Utilities Department respectfully requests to add the Ground Lease with Martin Marietta Materials, Inc. The ground lease is necessary to place the drilling equipment to create two new wells to improve Carmel’s long-term water supply. The wells will also be beneficial for Martin Marietta’s operation. Still, as far as I understand it, water removal in that area is beneficial for mining operations because Martin Marietta doesn’t have to do it on their own, or at least not as much. Because of that synergetic relationship, Martin Marietta will only charge us nominal rent (10$/month), and if the equipment would have to be moved because of Martin Marietta, it will compensate the City for such move. In sum, it is an exceptionally beneficial lease for the City. Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9 ADJOURNMENT Board Member Barlow adjourned the meeting at 10:34 AM. APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Chairwoman Laura Campbell ATTEST: __________________________________ Jacob Quinn – City Clerk Docusign Envelope ID: 567ABE44-3163-4C3E-A0C3-AAFA1BFC7DC9