HomeMy WebLinkAboutBPW Paperless Packet 03-19-25Board of Public Works and Safety Meeting
Agenda
Wednesday, March 19, 2025 – 10:00 a.m.
Council Chambers City Hall, One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the March 5, 2025, Regular Meeting
2. BID OPENINGS, RECOMMENDATIONS, AND AWARDS
a. Bid Opening for 22-ENG-11 141ST Street Path from West Road to Spring Mill Road;
Brad Pease, Director of Engineering
b. Bid Opening for CityWorks Support Services; Kevin Cusimano, Director of Information
Communications Services
3. TABLED ITEMS
a. Request for Revocation of Consent to Encroach; 41 North Rangeline; Lot One Partners,
LLC TABLED 11-06-24
4. CONTRACTS
a. Request for Purchase Of Goods and Services; Fields Outdoor Adventures LLP;
($72,125.00); Ammunition; Chief Drake Sterling, Carmel Police Department
b. Request for Professional Services; Rundell Ernstberger Associates, Inc.;
($218,500.00); 24-ENG-19 Main Street from 4th Ave to Richland; Brad Pease Director
of Engineering
c. Request for Purchase of Goods and Services; United Construction Services LLC;
($7,837.06); 20-ENG-06 Haverstick Road Multi-Use Path; Change Order #5; Brad
Pease Director of Engineering
d. Request for Purchase of Goods and Services; Convergint Technologies, LLC;
($206,987.47); Genetec Servers; Additional Services Amendment; Kevin Cusimano,
Director of Information Communications Services
e. Request for Purchase of Goods and Services; CSU, Inc.; ($55,646.38); 126th Street &
Cool Creek Fiber Installation; Additional Services Amendment; Kevin Cusimano,
Director of Information Communications Services
f. Request for Purchase of Goods and Services; CC&T Construction, Inc.; ($55,840.00);
Sidewalk Replacement; Additional Services Amendment; Matt Higginbotham, Street
Commissioner
g. Request for Purchase of Goods and Services; Engledow, Inc.; ($115,570.69); Annual
Flowers; Additional Services Amendment; Matt Higginbotham, Street Commissioner
h. Request for Purchase of Goods and Services; Engledow, Inc.; ($54,597.84); Flower
Installation; Additional Services Amendment; Matt Higginbotham, Street Commissioner
i. Request for Purchase of Goods and Services; KPS Commercial Construction;
($5,940.00); 24-STR-09 Street Department Building Upgrades; Change Order #1; Matt
Higginbotham, Street Commissioner
5. REQUEST TO USE CITY STREETS/PROPERTY
a. Request to Use City Hall Parking Lot; FreeWheelin Community Spring Bike
Collection; April 5, 2025; 10:30 AM to 2:00 PM; Kevin Whited, City of Carmel
b. Request to Use/Close City Streets; May 7, 2025; 8:00 AM to 8:00 PM, Cindy Watson,
Aaron Wealth Advisors
c. Request to Use Palladium East Patio; Special Request to Use Electricity; Wedding
Ceremony; May 17, 2025; 5:00 PM to 6:40 PM; Mallory Davis, Hotel Carmichael
d. Request to Use Carter Green and Palladium East Patio; (Previously Approved July 17
2024); Request for Parking Only; May 17, 2025; 1:30 PM to 5:30 PM; Sarah Bryson
e. Request to Use Civic Square Foutain Area and Civic Square Gazebo and Lawn;
Special Request to Use Electricity and Fountain Restrooms; Gazebo Concerts; May
28, June 4, June 11, June 18, June 25, July 9, July 16, July 23, July 30, August 6,
August 13, August 20, August 27, September 3, and September 10, 2025 (September
17 and September 24, 2025 Rain Dates); 9:00 AM to 10:00 PM; John Eaton, Fountain
Square Committee
f. Request to Use Midtown Plaza; Free Family-Friendly Movies; June 3, 2025 to
September 30, 2025 (Tuesdays & Thursdays); 6:00 PM to 8:00 PM; Tierra Bush, City
Of Carmel
g. Request to Use/Close City Streets; Freedom Run and Walk; July 4, 2025; 7:00 AM to
10:00 AM; Don Carr
h. Request to Use City Streets; Annual Kelli’s Kegs N’ Eggs 5K; August 9, 2025; 6:00
AM to 2:00 PM; Ryan McLaughlin, Kellie’s Kegs N Eggs
i. Request to Use Monon & Main Plaza and Use/Close City Streets; Special Request to
Use Electricity; Carmel International Arts Festival; September 28, 2025; 4:00 PM to
9:00 PM; Meg Osborne, Carmel Internation Arts Festival
6. OTHER
a. Request for Waiver of BPW Resolution No. 04-28-17-01; 96TH Street Static Wire
Replacement; AES
b. Request for Waiver of BPW Resolution No. 04-28-17-01; 310 1st Street NE; Duke
Energy
c. Request for Waiver of BPW Resolution No. 04-28-17-01; 1640 W Main Street; Duke
Energy
d. Request for Waiver of BPW Resolution No. 04-28-17-01; Community Drive & 146th
Street; Duke Energy
7. ADD-ONS
8. ADJOURNMENT
Board of Public Works and Safety Meeting 1
Minutes 2
Wednesday, March 5, 2025 – 10:00 a.m. 3
Council Chambers City Hall, One Civic Square 4
5 6 7
MEETING CALLED TO ORDER 8
Chairwoman Campbell called the meeting to order at 10:00 AM 9
10
MEMBERS PRESENT 11
12 Chairwoman Laura Campbell, Alan Potasnik, James Barlow, and City Clerk Jessica Dieckman were 13
present. 14
MINUTES 15
Minutes from the February 19, 2025, Regular Meeting. Board Member Barlow moved to approve. 16
Board Member Potasnik seconded. Minutes approved 3-0. 17
BID OPENINGS, RECOMMENDATIONS, AND AWARDS 18
19
Bid Award for the City of Carmel RFQ for Vehicles 2025; Chief Drake Sterling, Carmel Police 20 Department, recommended awarding the following group bids to Group 1 Eby Ford Sales, Inc. for 21 $970,889.80, Group 2 Kelley Automotive Group for $168,484.00, Group 3 Eby Ford Sales, Inc for 22
$127,906.20, and Group 7 Dan Young Tipton LLC for $107,483.92 as they were the lowest quote and 23
most responsive. Board Member Potasnik moved to approve. Board Member Barlow seconded. Bid 24
approved 3-0. 25 26
Bid Award for 22-ENG-05 99th Street Path Construction Between Westfield Blvd and Haverstick 27 Road; Brad Pease, Director of Engineering, recommended awarding the bid to Calumet Civil 28 Contractors, Inc., for $575,000.00 as they were the lowest quote and most responsive. Board Member 29 Barlow moved to approve. Board Member Potasnik seconded. Bid approved 3-0. 30
31
Bid Award for 25-STR-01 106TH Street Bridge Repair; Crystal Edmondson, Street Department, 32 recommended awarding the bid to Rieth-Riley Construction Co. Inc. for $939,658.97 as they were the 33 lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Barlow 34
seconded. Bid approved 3-0. 35
TABLED ITEMS 36
37
Request for Revocation of Consent to Encroach; 41 North Rangeline; Lot One Partners, LLC TABLED 38
11-06-24 REMAINS TABLED 39
40
41
CONTRACTS 42
43
Request for Agreement between the City of Carmel Fire Department and Hamilton Southeastern 44
Schools; Emergency Medical Services Clinical Affiliation Agreement; Chief Joel Thacker, Carmel Fire 45
Department briefly speaks, this contract is to extend our services to partner with Carmel Schools and 46 with Hamilton Southeastern Schools so they can receive more EMT ride alongs services and complete 47 their hours. Board Member Barlow moved to approve. Board Member Potasnik seconded. Request 48
approved 3-0. 49 50
Request for Agreement between the City of Carmel and Carmel Professional Fire Fighters 51 International Association of Fire Fighters, Local 4444; Union Agreement; Board Member Potasnik 52 moved to approve. Board Member Barlow seconded. Request approved 3-0. 53 54
Request for Agreement between the City of Carmel and Fraternal Order of Police Lodge #185; Union 55
Agreement; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request 56
approved 3-0. 57 58
Request for Purchase of Goods and Services; Calumet Civil Contractors, Inc.; ($575,000.00); 22-59
ENG-05 99th Street Mult-Use Path from Westfield Blvd to Haverstick Road; Board Member Potasnik 60
moved to approve. Board Member Barlow seconded. Request approved 3-0. 61 62
Request for Purchase of Goods and Services; Rieth-Riley Construction Inc.; ($1,295.02); 20-ENG-01 63 Smoky Row Road Reconstruction from Old Meridian Road to Rangeline Road; Change Order #9; 64
Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. 65
66
Request for Purchase of Goods and Services; Angel Oak Tree Care-Angel’s Touch Lawn Care, Inc.; 67
($75,000.00); Tree Stump Removal Work; Additional Services Amendment; Board Member Potasnik 68 moved to approve. Board Member Barlow seconded. Request approved 3-0. 69 70
Request for Purchase of Goods and Services; Howard Asphalt, LLC dba Howard Companies; 71
(6,853,166.82); 25-STR-02 2025 Street Paving; Board Member Barlow moved to approve. Board 72
Member Potasnik seconded. Request approved 3-0. 73 74
Request for Purchase of Goods and Services; TMT, Inc.;($80,287.50); Mulching; Board Member 75
Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. 76 77
Request for Purchase of Goods and Services; Preload, LLC.; (-$202,037.00); West Ground Storage 78 Tank; Change Order #1; Board Member Barlow moved to approve. Board Member Potasnik 79
seconded. Request approved 3-0. 80
81
REQUEST TO USE CITY STREETS/PROPERTY 82
83
Request to Use Japanese Garden and Use/Close City Streets; Special Request to Use Electricity; 84
Cherry Blossom Festival; May 4, 2025; 8:00 AM to 6:00 PM; Board Member Barlow moved to 85
approve. Board Member Potasnik seconded. Request approved 3-0. 86 87
Request to Use Midtown Plaza and Use/Close City Streets; Special Request to Use Electricity; 88
Midtown Block Party; May 10, 2025; 8:00 AM to 10:00 PM, Board Member Barlow moved to 89 approve. Board Member Potasnik seconded. Request approved 3-0. 90
91
Request to Use Veterans Memorial Plaza; Special Request to Use Electricity and Reflecting Room 92
Restroom; Memorial Day Ceremony; May 23, 2025; 7:00 AM to 10:00 AM; Board Member Potasnik 93
moved to approve. Board Member Barlow seconded. Request approved 3-0. 94 95
Request to Use Civic Square Fountain Area and Civic Square Gazebo and Lawn; Additional Request 96 to Use/Close City Streets; Special Request to Use Electricity and Fountain Restrooms; Eid al Fatir; 97
May 31, 2025; 8:00 AM to 5:00 PM; Board Member Barlow moved to approve. Board Member 98
Potasnik seconded. Request approved 3-0. 99 100
Request to Use Midtown Plaza; Carmel Clay Parks Foundation Virtual Summer Fun Run/Walk; June 101 13, 2025; 3:00 PM to 7:00 PM; Board Member Potasnik moved to approve. Board Member Barlow 102 seconded. The request was approved 3-0. 103 104
Request to Use Civic Square Gazebo and Lawn; Special Request to Use Electricity and Fountain 105 Restroom; Associate Family Picnic; June 29, 2025; 11:30 AM to 4:00 PM; Board Member Barlow 106
moved to approve. Board Member Potasnik seconded. Request approved 3-0. 107 108
Request to Use Carmel City Center and to Use/Close City Streets; Special Request to Use Electricity; 109 OktoberFest; October 3, 2025; 7:00 AM to 11:00 PM; Board Member Potasnik moved to approve. 110 Board Member Barlow seconded. Request approved 3-0. 111
112
Request to Use Monon & Main Plaza and Use/Close City Streets; Special Request to Use Electricity; 113 Community Wine Festival; October 4, 2025; 8:00 AM to 8:00 PM; Board Member Barlow moved to 114 approve. Board Member Potasnik seconded. Request approved 3-0. 115 116
Request to Use Carter Green and Use/Close City Streets; Special Request to Use Electricity and James 117
Building Restrooms; Diwali Celebration; October 18, 2025; 8:00 AM to 12:00 AM; Board Member 118 Potasnik moved to approve. Board Member Barlow seconded. Request approved 3-0. 119 120
OTHER 121
Request for Restricted Parking Spaces; 89 Veterans Way; Board Member Potasnik moved to approve. 122 Board Member Barlow seconded. Request approved 3-0. 123 124
Resolution BPW 03-05-25-01; A Resolution of the Board of Public Works and Safety of the City of 125
Carmel, Indiana, Appointing Special Police Officer; Board Member Barlow moved to approve. Board 126
Member Potasnik seconded. Resolution approved 3-0. 127 128
ADD-ONS 129
130
Board Member Potasnik moved to add-on three items to the agenda. Board Member Campbell 131 seconded. Add-Ons Approved 2-0. 132 133
Resolution BPW 03-05-25-02; A Resolution of the Board of Public Works and Safety of the City of 134
Carmel, Indiana Approving the Second Amended and Restated Sublease Agreement; Clay Township 135
of Hamilton County, Indiana; Sublease and Management Agreement; Chief Joel Thacker, Carmel 136
Fire Department; Sergey Grechukin, Corporation Counsel, briefly speaks, in 2019 the City and Clay 137
Township executed an Interlocal Agreement and Lease outlining the terms for the construction, 138
financing, operation and maintenance of the FD Headquarters building to be located at 210 Veterans 139
Way. In 2023, after the FD HQ building was complete, the City and the Township executed an 140
Amended and Restated Sublease and Management Agreement to reflect the operation of an event space 141
on the third and fourth floors of the FD HQ building (“Event Space”). Since then, the Fire Department 142
expressed interest in operating and managing the entire FD HQ building for both operational needs 143
and safety reasons. Township does not have an objection to that transition. 144
145
Therefore, this Resolution and the Second Amended Sublease and Management Agreement, which will 146
be effective as of September 15, 2025, will transfer the use of the entire FD HQ building to the Fire 147
Department and discontinue the use of Event Space as a reception venue. There are no additional 148
terms except for this change. 149
150
Board Member Potasnik moved to approve. Board Member Barlow seconded. Request approved 2-0. 151
152
ADJOURNMENT 153
Chairwoman Campbell adjourned the meeting at 10:20 AM. 154 155
APPROVED: ____________________________________ 156
Jacob Quinn – City Clerk 157
158 159 _____________________________________ 160
Chairwoman Laura Campbell 161
162
163 ATTEST: 164
__________________________________ 165
Jacob Quinn – City Clerk 166 167
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
Fields Outdoor Adventures LLP Police Department - 2025 Appropriation #1110 42-390.10 Fund; P.O. #115462 Contract Not To Exceed $72,125.00
1
AGREEMENT FOR PURCHASE OF GOODS AND SERVICES THIS AGREEMENT FOR PURCHASE OF GOODS AND SERVICES (“Agreement”) is hereby entered into by and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety (“City”), and Fields Outdoor Adventures LLP an entity duly authorized to do business in the State of Indiana (“Vendor”). TERMS AND CONDITIONS 1. ACKNOWLEDGMENT, ACCEPTANCE: Vendor acknowledges that it has read and understands this Agreement, and agrees that its execution of same constitutes its acceptance of all of the Agreement’s terms and conditions. 2. PERFORMANCE: City agrees to purchase the goods and/or services (the “Goods and Services”) from Vendor using City budget appropriation number 1110 101 42-390.10 fund. Vendor agrees to provide the Goods and Services and to otherwise perform the requirements of this Agreement by applying at all times the highest technical and industry standards. 3. PRICE AND PAYMENT TERMS: 3.1 Vendor estimates that the total price for the Goods and Services to be provided to City hereunder shall be no more than Seventy-One Thousand Two Hundred Fifty Dollars and No Cents ($71,250.00) (the “Estimate”). Vendor shall submit an invoice to City no more than once every thirty (30) days detailing the Goods and Services provided to City within such time period. City shall pay Vendor for such Goods and Services within thirty-five (35) days after the date of City’s receipt of Vendor's invoice detailing same, so long as and to the extent such Goods and Services are not disputed, are in conformance with the specifications set forth in Exhibit A, are submitted on an invoice that contains the information contained on attached Exhibit B, and Vendor has otherwise performed and satisfied all the terms and conditions of this Agreement. 3.2 Vendor agrees not to provide any Goods and Services to City that would cause the total cost of the Goods and Services provided by Vendor to City hereunder to exceed the Estimate, unless City has previously agreed, in writing, to pay an amount in excess thereof. All payments and any late payments fees shall be pursuant to Indiana Prompt Payment Statute; Ind. Code 5-17-5 et al. 4. WARRANTY: Vendor expressly warrants that the Goods and Services covered by this Agreement will conform to those certain specifications, descriptions and/or quotations regarding same as were provided to Vendor by City and/or by Vendor to and accepted by City, all of which documents are incorporated herein by reference, and that the Goods and Services will be delivered in a timely, good and workmanlike manner and free from defect. Vendor acknowledges that it knows of City’s intended use and expressly warrants that the Goods and Services provided to City pursuant to this Agreement have been selected by Vendor based upon City’s stated use and are fit and sufficient for their particular purpose. 5. TIME AND PERFORMANCE: This Agreement shall become effective as of the last date on which a party hereto executes same (“Effective Date”), and both parties shall thereafter perform their obligations hereunder in a timely manner. Time is of the essence of this Agreement.
Fields Outdoor Adventures LLP Police Department - 2025 Appropriation #1110 42-390.10 Fund; P.O. #115462 Contract Not To Exceed $72,125.00
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6. DISCLOSURE AND WARNINGS: If requested by City, Vendor shall promptly furnish to City, in such form and detail as City may direct, a list of all chemicals, materials, substances and items used in or during the provision of the Goods and Services provided hereunder, including the quantity, quality and concentration thereof and any other information relating thereto. At the time of the delivery of the Goods and Services provided hereunder, Vendor agrees to furnish to City sufficient written warning and notice (including appropriate labels on containers and packing) of any hazardous material utilized in or that is a part of the Goods and Services. 7. LIENS: Vendor shall not cause or permit the filing of any lien on any of City’s property. In the event any such lien is filed and Vendor fails to remove such lien within ten (10) days after the filing thereof, by payment or bonding, City shall have the right to pay such lien or obtain such bond, all at Vendor’s sole cost and expense. 8. DEFAULT: In the event Vendor: (a) repudiates, breaches or defaults under any of the terms or conditions of this Agreement, including Vendor’s warranties; (b) fails to provide the Goods and Services as specified herein; (c) fails to make progress so as to endanger timely and proper provision of the Goods and Services and does not correct such failure or breach within five (5) business days (or such shorter period of time as is commercially reasonable under the circumstances) after receipt of notice from City specifying such failure or breach; or (d) becomes insolvent, is placed into receivership, makes a general assignment for the benefit of creditors or dissolves, each such event constituting an event of default hereunder, City shall have the right to (1) terminate all or any parts of this Agreement, without liability to Vendor; and (2) exercise all other rights and remedies available to City at law and/or in equity. 9. INSURANCE AND INDEMNIFICATION: Vendor shall procure and maintain in full force and effect during the term of this Agreement, with an insurer licensed to do business in the State of Indiana, such insurance as is necessary for the protection of City and Vendor from all claims for damages under any workers’ compensation, occupational disease and/or unemployment compensation act; for bodily injuries including, but not limited to, personal injury, sickness, disease or death of or to any of Vendor’s agents, officers, employees, contractors and subcontractors; and, for any injury to or destruction of property, including, but not limited to, any loss of use resulting therefrom. The coverage amounts shall be no less than those amounts set forth in attached Exhibit C. Vendor shall cause its insurers to name City as an additional insured on all such insurance policies, shall promptly provide City, upon request, with copies of all such policies, and shall provide that such insurance policies shall not be canceled without thirty (30) days prior notice to City. Vendor shall indemnify and hold harmless City from and against any and all liabilities, claims, demands or expenses (including, but not limited to, reasonable attorney fees) for injury, death and/or damages to any person or property arising from or in connection with Vendor’s provision of Goods and Services pursuant to or under this Agreement or Vendor’s use of City property. Vendor further agrees to indemnify, defend and hold harmless City and its officers, officials, agents and employees from all claims and suits of whatever type, including, but not limited to, all court costs, attorney fees, and other expenses, caused by any act or omission of Vendor and/or of any of Vendor’s agents, officers, employees, contractors or subcontractors in the performance of this Agreement. These indemnification obligations shall survive the termination of this Agreement.
Fields Outdoor Adventures LLP Police Department - 2025 Appropriation #1110 42-390.10 Fund; P.O. #115462 Contract Not To Exceed $72,125.00
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10. GOVERNMENT COMPLIANCE: Vendor agrees to comply with all federal, state and local laws, executive orders, rules, regulations and codes which may be applicable to Vendor’s performance of its obligations under this Agreement, and all relevant provisions thereof are incorporated herein by this reference. Vendor agrees to indemnify and hold harmless City from any loss, damage and/or liability resulting from any such violation of such laws, orders, rules, regulations and codes. This indemnification obligation shall survive the termination of this Agreement. 11. NONDISCRIMINATION: Vendor represents and warrants that it and all of its officers, employees, agents, contractors and subcontractors shall comply with all laws of the United States, the State of Indiana and City prohibiting discrimination against any employee, applicant for employment or other person in the provision of any Goods and Services provided by this Agreement with respect to their hire, tenure, terms, conditions and privileges of employment and any other matter related to their employment or subcontracting, because of race, religion, color, sex, handicap, national origin, ancestry, age, disabled veteran status and/or Vietnam era veteran status. 12. E-VERIFY: Pursuant to I.C. § 22-5-1.7 et seq., as the same may be amended from time to time, and as is incorporated herein by this reference (the “Indiana E-Verify Law”), Vendor is required to enroll in and verify the work eligibility status of its newly-hired employees using the E-Verify program, and to execute the Affidavit attached herein as Exhibit D, affirming that it is enrolled and participating in the E-Verify program and does not knowingly employ unauthorized aliens. In support of the Affidavit, Vendor shall provide the City with documentation indicating that it has enrolled and is participating in the E-Verify program. Should Vendor subcontract for the performance of any work under and pursuant to this Agreement, it shall fully comply with the Indiana E-Verify Law as regards each such subcontractor. Should the Vendor or any subcontractor violate the Indiana E-Verify law, the City may require a cure of such violation and thereafter, if no timely cure is performed, terminate this Agreement in accordance with either the provisions hereof or those set forth in the Indiana E-Verify Law. The requirements of this paragraph shall not apply should the E-Verify program cease to exist. 13. NO IMPLIED WAIVER: The failure of either party to require performance by the other of any provision of this Agreement shall not affect the right of such party to require such performance at any time thereafter, nor shall the waiver by any party of a breach of any provision of this Agreement constitute a waiver of any succeeding breach of the same or any other provision hereof. 14. NON-ASSIGNMENT: Vendor shall not assign or pledge this Agreement, whether as collateral for a loan or otherwise, and shall not delegate its obligations under this Agreement without City’s prior written consent. 15. RELATIONSHIP OF PARTIES: The relationship of the parties hereto shall be as provided for in this Agreement, and neither Vendor nor any of its officers, employees, contractors, subcontractors and agents are employees of City. The contract price set forth herein shall be the full and maximum compensation and monies required of City to be paid to Vendor under or pursuant to this Agreement.
Fields Outdoor Adventures LLP Police Department - 2025 Appropriation #1110 42-390.10 Fund; P.O. #115462 Contract Not To Exceed $72,125.00
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16. GOVERNING LAW; LAWSUITS: This Agreement is to be construed in accordance with and governed by the laws of the State of Indiana, except for its conflict of laws provisions. The parties agree that, in the event a lawsuit is filed hereunder, they waive their right to a jury trial, agree to file any such lawsuit in an appropriate court in Hamilton County, Indiana only, and agree that such court is the appropriate venue for and has jurisdiction over same. 17. SEVERABILITY: If any term of this Agreement is invalid or unenforceable under any statute, regulation, ordinance, executive order or other rule of law, such term shall be deemed reformed or deleted, but only to the extent necessary to comply with same, and the remaining provisions of this Agreement shall remain in full force and effect. 18. NOTICE: Any notice provided for in this Agreement will be sufficient if it is in writing and is delivered by postage prepaid U.S. certified mail, return receipt requested, to the party to be notified at the address specified herein: If to City: City of Carmel AND City of Carmel Police Department Office of Corporation Counsel Three Civic Square One Civic Square Carmel, Indiana 46032 Carmel, Indiana 46032 If to Vendor: Fields Outdoor Adventures LLP 126 S Perkins Street Rushville, IN 46173 Notwithstanding the above, notice of termination under paragraph 19 hereinbelow shall be effective if given orally, as long as written notice is then provided as set forth hereinabove within five (5) business days from the date of such oral notice. 19. TERMINATION: 19.1 Notwithstanding anything to the contrary contained in this Agreement, City may, upon notice to Vendor, immediately terminate this Agreement for cause, in the event of a default hereunder by Vendor and/or if sufficient funds are not appropriated or encumbered to pay for the Goods and Services to be provided hereunder. In the event of such termination, Vendor shall be entitled to receive only payment for the undisputed invoice amount representing conforming Goods and Services delivered as of the date of termination, except that such payment amount shall not exceed the Estimate amount in effect at the time of termination, unless the parties have previously agreed in writing to a greater amount. 19.2 City may terminate this Agreement at any time upon thirty (30) days prior notice to Vendor. In the event of such termination, Vendor shall be entitled to receive only payment for the undisputed invoice amount of conforming Goods and Services delivered as of the date of termination, except that such payment amount shall not exceed the Estimate amount in effect at the time of termination, unless the parties have previously agreed in writing to a greater amount. 19.3 The City may terminate this Agreement pursuant to Paragraph 11 hereof, as appropriate.
Fields Outdoor Adventures LLP Police Department - 2025 Appropriation #1110 42-390.10 Fund; P.O. #115462 Contract Not To Exceed $72,125.00
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20. REPRESENTATIONS AND WARRANTIES The parties represent and warrant that they are authorized to enter into this Agreement and that the persons executing this Agreement have the authority to bind the party which they represent. 21. ADDITIONAL GOODS AND SERVICES Vendor understands and agrees that City may, from time to time, request Vendor to provide additional goods and services to City. When City desires additional goods and services from Vendor, the City shall notify Vendor of such additional goods and services desired, as well as the time frame in which same are to be provided. Only after City has approved Vendor’s time and cost estimate for the provision of such additional goods and services, has encumbered sufficient monies to pay for same, and has authorized Vendor, in writing, to provide such additional goods and services, shall such goods and services be provided by Vendor to City. A copy of the City’s authorization documents for the purchase of additional goods and services shall be numbered and attached hereto in the order in which they are approved by City. 22. TERM Unless otherwise terminated in accordance with the termination provisions set forth in Paragraph 19 hereinabove, this Agreement shall be in effect from the Effective Date through the satisfactory completion of services and/or delivery and acceptance of goods contracted for herein. 23. HEADINGS All heading and sections of this Agreement are inserted for convenience only and do not form a part of this Agreement nor limit, expand or otherwise alter the meaning of any provision hereof. 24. BINDING EFFECT The parties, and their respective officers, officials, agents, partners, successors, assigns and legal representatives, are bound to the other with respect to all of the covenants, terms, warranties and obligations set forth in Agreement. 25. NO THIRD PARTY BENEFICIARIES This Agreement gives no rights or benefits to anyone other than City and Vendor. 26. DEBARMENT AND SUSPENSION 26.1 The Vendor certifies by entering into this Agreement that neither it nor its principals nor any of its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from entering into this Agreement by any federal agency or by any department, agency or political subdivision of the State of Indiana. The term “principal” for purposes of this Agreement means an officer, director, owner, partner, key employee or other person with primary management or supervisory responsibilities, or a person who has a critical influence on or substantive control over the operations of the Vendor.
Fields Outdoor Adventures LLP Police Department - 2025 Appropriation #1110 42-390.10 Fund; P.O. #115462 Contract Not To Exceed $72,125.00
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26.2 The Vendor certifies that it has verified the state and federal suspension and debarment status for all subcontractors receiving funds under this Agreement and shall be solely responsible for any recoupment, penalties or costs that might arise from use of a suspended or debarred subcontractor. The Vendor shall immediately notify the City if any subcontractor becomes debarred or suspended, and shall, at the City’s request, take all steps required by the City to terminate its contractual relationship with the subcontractor for work to be performed under this Agreement. 27. IRAN CERTIFICATION Pursuant to I.C. § 5-22-16.5, the Vendor shall certify that, in signing this Agreement, it does not engage in investment activities within the Country of Iran. 28. ADVICE OF COUNSEL: The parties warrant that they have read this Agreement and understand it, have had the opportunity to obtain legal advice and assistance of counsel throughout the negotiation of this Agreement, and enter into same freely, voluntarily, and without any duress, undue influence or coercion. 29. ENTIRE AGREEMENT: This Agreement, together with any exhibits attached hereto or referenced herein, constitutes the entire agreement between Vendor and City with respect to the subject matter hereof, and supersedes all prior oral or written representations and agreements regarding same. Notwithstanding any other term or condition set forth herein, but subject to paragraph 16 hereof, to the extent any term or condition contained in any exhibit attached to this Agreement or in any document referenced herein conflicts with any term or condition contained in this Agreement, the term or condition contained in this Agreement shall govern and prevail. This Agreement may only be modified by written amendment executed by both parties hereto, or their successors in interest. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as follows:
Exhibit A Page 1 of 2
Exhibit A Page 2 of 2
CzTfshfzHsfdivlijobu5;35qn-Nbs23-3136
Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
SECTION 3 CITY'SRESPONSIBILITIES
3.1 City shall provide such information asisreasonably necessary forProfessional tounderstand theServices
requested.
3.2 City shallprovide alldata required forprovision ofServices. Professional mayassume that alldata soprovided
iscorrect and complete.
3.3. Cityshall arrange forProfessional toenter upon public andprivate property asreasonably required for
Professional toperform theServices.
3.4 City shall designate payment oftheServices fromCitybudget appropriation number 2200 044-628.712024
Bond fund.
3.5 Cityshall designate theMayor ortheir duly authorized representative toactonCity’sbehalf onallmatters
regarding theServices.
SECTION 4 PROFESSIONAL'SRESPONSIBILITIES
4.1 Professional shallperform the Services pursuant totheterms ofthisAgreement andwithin any applicable time
and cost estimate.
4.2 Professional shall coordinate with Cityitsperformance oftheServices.
4.3 Professional shall provide theServices by following andapplying atalltimes reasonable andlawful standards
asaccepted intheindustry.
SECTION 5 COMPENSATION
5.1 Professional estimates thatthetotal price for theServices tobeprovided toCityhereunder shallbenomore
thanTwoHundred Eighteen Thousand FiveHundred Dollars ($218,500.00) (the “Estimate”). Professional shall
submit aninvoice toCity no more than once every thirty (30) days forServices provided City during the time
period encompassed bysuchinvoice. Invoices shall besubmitted onaform containing the same information
asthat contained ontheProfessional Services Invoice attached hereto asExhibit B, incorporated herein by
thisreference. City shall payProfessional forallundisputed Services rendered and stated onsuch invoice
within thirty five (35) days from thedateofCity’sreceipt ofsame.
5.2 Professional agrees nottoprovide anyServices toCitythatwould cause thetotalcost ofsametoexceed the
Estimate, without City’spriorwritten consent.
SECTION 6 TERM
Unless otherwise terminated inaccordance withthetermination provisions set forth inSection 7.1hereinbelow,
thisAgreement shall beineffect from theEffective Date through thesatisfactory completion ofservices as
2
Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
described inthis Agreement.
SECTION 7 MISCELLANEOUS
7.1 Termination
7.1.1 Theobligation toprovide alloranyportion oftheServices under thisAgreement maybeterminated
byCity orProfessional, without cause, upon thirty (30) days’ notice.
7.1.2 Theobligation toprovide alloranyportion oftheServices under thisAgreement maybeterminated
byCity, forcause, immediately upon Professional’sreceipt ofCity’s “Notice toCease Services.”
7.1.3 In theevent offullorpartial Agreement termination, and as full andcomplete compensation
hereunder, Professional shallbepaid forallsuch Services rendered andexpenses incurred asofthe
date oftermination thatare notindispute, except thatsuch payment amount shall notexceed the
Estimate. Disputed compensation amounts shall beresolved asallowed bylaw.
7.2 Binding Effect
CityandProfessional, andtheir respective officers, officials, agents, partners and successors ininterest are
bound totheother astoallAgreement terms, conditions andobligations.
7.3 NoThird Party Beneficiaries
Nothing contained herein shall beconstrued togiverights orbenefits toanyone other than theparties hereto.
7.4 Relationship
Therelationship ofthe parties hereto shall be asprovided for inthis Agreement, and neither Professional nor
anyofitsagents, employees orcontractors areCity employees. Professional shall have thesole responsibility
topay toorforitsagents, employees and contractors allstatutory, contractual andother benefits and/or
obligations asthey become due. Professional hereby warrants andindemnifies Cityforand fromany andall
costs, fees, expenses and/ordamages incurred by City asaresult ofany claim forwages, benefits orotherwise
byany agent, employee orcontractor ofProfessional regarding orrelated tothesubject matter ofthis
Agreement. This indemnification obligation shall survive thetermination ofthisAgreement.
7.5 Insurance
7.5.1 Professional shall, as acondition precedent tothisAgreement, purchase and thereafter maintain such
insurance aswill protect itand Cityfromthe claims set forth below which mayarise out oforresultfrom
Professional'soperations under thisAgreement, whether such operations bebyProfessional orbyits
subcontractors orbyanyone directly orindirectly employed byanyofthem, orbyanyone directly forwhose
acts anyofthem may be liable:
1) Claims under Worker'sCompensation and Occupational Disease Acts, andanyother
employee benefits actsapplicable tothe performance ofthe work;
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Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
2) Claims for damages because ofbodily injury and personal injury, including death, and;
3) Claims fordamages toproperty.
Professional'sinsurance shall benotlessthantheamounts shown below:
A. Commercial General Liability (Occurrence Basis)
Bodily Injury, personal injury, property damage,
Contractual liability, product/completed operations
Each Occurrence Limit $1,000,000.00
Damage toRented Premises $100,000.00
each occurrence)
Medical Expense Limit $5,000.00
Personal andAdvertising Injury Limit $500,000.00
General Aggregate Limit $2,000,000.00 (Other than
Products Completed
Operations)
NOTE: GENERAL AGGREGATE TO APPLY PER PROJECT
Products/Completed Operations $1,000,000.00
B. Auto Liability $1,000,000.00 (combined
single limit) (owned, hired & non-owned)
Bodily injury & property damage $1,000,000.00
each accident
C. Excess/Umbrella Liability $2,000,000 (each occurrence
andaggregate)
D. Worker'sCompensation & Disability Statutory
E. Employer’sLiability:
Bodily Injury byAccident/Disease: $100,000eachemployee
Bodily Injury byAccident/Disease: $250,000eachaccident
Bodily Injury byAccident/Disease: $500,000 policylimit
F. Professional Liability Insurance. TheProfessional shall carry and maintain during the
continuance ofthis Agreement, professional liability insurance inthe amount of
2,000,000forsingle limitclaims and $3,000,000 inthe aggregate. The Professional's
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Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
policy ofinsurance shall contain prior acts coverage sufficient tocover allServices
performed bythe Professional forthisProject. Upon City'srequest, Professional shall
giveprompt written notice toCity ofanyandallclaims made against thispolicy during
the period inwhich this policy isrequired tobemaintained pursuant tothisAgreement.
Iftheinsurance iswritten onaclaims-made basis and coverage iscancelled atany
time, theProfessional willobtain, atitscost, anextended reporting endorsement
which provides continuing coverage forclaims based upon alleged actsoromissions
during the term ofthe Agreement untilallapplicable statute oflimitation periods have
expired.
7.5.2 Professional shall provide theCity with acertificate ofinsurance, naming theCity asan
additional insured," showing such coverage then inforce (but notless than theamount shown above)
shallbefiled with City prior tocommencement ofanywork. These certificates shallcontain aprovision
that the policies andthecoverage afforded willnotbecanceled until atleast thirty (30) daysafter
written notice hasbeen given toCity.
7.5.3 Professional may, withtheprior approval ofthe City, substitute different types ofcoverage for
those specified if thetotal amount ofrequired protection isnot reduced. Professional shall be
responsible foralldeductibles.
7.5.4Nothing intheabove provisions shall operate as orbeconstrued as limiting theamount ofliability
ofProfessional tothe above enumerated amounts.
7.6 Liens
Professional shall notcause orpermit the filing ofanylienonanyofCity’sproperty. Inthe event such alien is
filed andProfessional fails to remove itwithin ten (10) days afterthe date offiling, Cityshallhave therightto
payorbondoversuch lienatProfessional’ssole costandexpense.
7.7 Default
Inthe event Professional: (a) repudiates, breaches ordefaults under any oftheterms orconditions ofthis
Agreement, including Professional’swarranties; (b) fails toperform theServices asspecified; (c) failstomake
progress soastoendanger timely and proper completion oftheServices and does not correct such failure or
breach within five (5) business days after receipt ofnotice from Cityspecifying same; or (d) becomes insolvent,
files, orhas filed against it, apetition forreceivership, makes ageneral assignment forthebenefit of creditors
ordissolves, each such event constituting anevent ofdefault hereunder, City shall have theright toterminate
alloranypartofthis Agreement, without liability toProfessional andtoexercise anyother rights orremedies
available toitatlaworinequity.
7.8 Government Compliance
Professional agrees tocomply with alllaws, executive orders, rules andregulations applicable toProfessional’s
performance ofitsobligations under thisAgreement, allrelevant provisions ofwhich being hereby incorporated
herein bythisreference, tokeep allofProfessionals’ required professional licenses and certifications valid and
current, andtoindemnify and hold harmless Cityfrom any andalllosses, damages, costs, liabilities, damages,
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Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
costs andattorney fees resulting from anyfailure byProfessional todo so. This indemnification obligation shall
survive thetermination ofthis Agreement.
7.9 Indemnification
Professional shallindemnify and holdharmless Cityand itsofficers, officials, employees andagents fromall
losses, liabilities, claims, judgments andliens, including, but notlimited to, alldamages, costs, expenses and
attorney fees arising outofanyintentional ornegligent act oromission ofProfessional and/or anyofits
employees, agents orcontractors inthe performance ofthisAgreement. This indemnification obligation shall
survive thetermination ofthis Agreement.
7.10 Discrimination Prohibition
Professional represents and warrants that itand each ofitsemployees, agents andcontractors shall comply
withallexisting and future laws prohibiting discrimination against anyemployee, applicant foremployment
and/orother person inthesubcontracting ofworkand/orintheperformance ofany Services contemplated by
thisAgreement with respect tohire, tenure, terms, conditions orprivileges ofemployment orany matter directly
orindirectly related toemployment, subcontracting orwork performance hereunder because ofrace, religion,
color, sex, handicap, national origin, ancestry, age, disabled veteran status orVietnam eraveteran status. This
indemnification obligation shall survive thetermination ofthis Agreement.
7.11 E-Verify
Pursuant toI.C. § 22-5-1.7etseq., Professional shall enroll inandverify thework eligibility status ofallof its
newly-hired employees using the E-Verify program, ifithasnotalready done soasofthedate ofthis
Agreement. Professional isfurther required toexecute the attached Affidavit, herein referred toasExhibit C,
which isanAffidavit affirming that: (i) Professional isenrolled and isparticipating inthe E-Verify program, and
ii) Professional does notknowingly employ any unauthorized aliens. This Addendum incorporates by
reference, andinitsentirety, attached Exhibit C. Insupport oftheAffidavit, Professional shall provide theCity
withdocumentation thatithas enrolled andisparticipating inthe E-Verify program. ThisAgreement shall not
take effect untilsaidAffidavit issigned byProfessional and delivered tothe City’sauthorized representative.
Should Professional subcontract forthe performance ofany work under this Addendum, the
Professional shall require anysubcontractor(s) tocertify byaffidavit that: (i) the subcontractor does not
knowingly employ orcontract with anyunauthorized aliens, and (ii) the subcontractor hasenrolled and is
participating inthe E-Verify program. Professional shall maintain acopy ofsuch certification fortheduration of
theterm ofany subcontract. Professional shallalsodeliver acopy ofthe certification tothe City within seven
7) daysoftheeffective date ofthe subcontract.
If Professional, orany subcontractor ofProfessional, knowingly employs orcontracts with any
unauthorized aliens, orretains anemployee orcontract with aperson thatthe Professional orsubcontractor
subsequently learns isanunauthorized alien, Professional shall terminate theemployment oforcontract with
theunauthorized alien within thirty (30) days (“Cure Period”). Should the Professional oranysubcontractor of
Professional failtocurewithin theCure Period, the City hasthe right toterminate thisAgreement without
consequence.
TheE-Verify requirements ofthisAgreement will notapply, should theE-Verify program ceasetoexist.
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Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
7.12 Severability
Ifany provision ofthisAgreement isheldtobeinvalid, illegal orunenforceable byacourt ofcompetent
jurisdiction, thatprovision shallbestricken, andallother provisions ofthisAgreement thatcanoperate
independently ofsame shall continue infullforce and effect.
7.13 Notice
Anynotice, invoice, order orother correspondence required orallowed tobesent pursuant tothis Agreement
shall bewritten and either hand-delivered orsentbyprepaid U.S. certified mail, return receipt requested,
addressed tothe parties asfollows:
CITY:
CityofCarmel CityofCarmel
Engineering Department Office ofCorporation Counsel
One Civic Square One Civic Square
Carmel, Indiana 46032 Carmel, Indiana 46032
PROFESSIONAL:
Rundell Ernstberger Associates, Inc.
618 EMarket Street
Indianapolis, Indiana 46202
Notwithstanding the above, City may orally provide toProfessional any notice required orpermitted bythis
Agreement, provided that such notice shall also then besent asrequired by thisparagraph within ten (10)
business daysfrom thedate ofsuch oralnotice.
7.14 Effective Date
Theeffective date (“Effective Date”) ofthisAgreement shallbethedate onwhich the lastoftheparties hereto
executes same.
7.15 Governing Law; Lawsuits
This Agreement shallbe governed byandconstrued inaccordance with the laws oftheState ofIndiana, except
foritsconflict oflaws provisions, aswell asbyallordinances and codes ofthe City ofCarmel, Indiana. The
parties agree that, intheevent alawsuit isfiledhereunder, theywaive anyright toajury trialthey may have,
agree tofile such lawsuit inan appropriate court inHamilton County, Indiana only, and agree that such court
istheappropriate venue forandhas jurisdiction over same.
7
Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
7.16 Waiver
Anydelay orinaction onthepart ofeither party inexercising orpursuing itsrights and/orremedies hereunder
orunder law shall notoperate towaive any such rights and/orremedies nor inanyway affect therights ofsuch
partytorequire suchperformance atany time thereafter.
7.17 Non-Assignment
Professional shall notassign orpledge thisAgreement nor delegate itsobligations hereunder without City’s
priorwritten consent.
7.18 Entire Agreement
ThisAgreement contains theentire agreement of andbetween theparties hereto with respect tothe subject
matter hereof, and noprioragreement, understanding orrepresentation pertaining tosuch subject matter,
written ororal, shall beeffective forany purpose. No provision ofthisAgreement may beamended, added to
orsubtracted fromexcept byanagreement inwriting signed by both parties hereto and/ortheir respective
successors ininterest. Totheextent anyprovision contained inthis Agreement conflicts with any provision
contained inanyexhibit attached hereto, theprovision contained inthisAgreement shallprevail.
7.19 Representation and Warranties
Each party hereto represents andwarrants thatitisauthorized toenter intothis Agreement andthat any person
orentity executing thisAgreement onbehalf ofsuch party has the authority tobind suchparty ortheparty
which theyrepresent, asthecase maybe.
7.20 Headings
Allheadings andsections ofthisAgreement areinserted forconvenience only and donotform apart ofthis
Agreement norlimit, expand orotherwise alterthe meaning ofany provision hereof.
7.21 Advice ofCounsel
The parties warrant that they haveread thisAgreement and fullyunderstand it, have hadanopportunity to
obtain theadvice andassistance ofcounsel throughout the negotiation ofsame, andenter intosame freely,
voluntarily, and without any duress, undue influence orcoercion.
7.22 Copyright
City acknowledges that various materials which may beused and/orgenerated byProfessional inperformance
ofServices, including forms, jobdescription formats, comprehensive position questionnaire, compensation and
classification planandreports are copyrighted. Cityagrees that allownership rights and copyrights thereto lie
with Professional, andCity willuse them solely forand on behalf ofits own operations. City agrees thatitwill
take appropriate action withitsemployees tosatisfy itsobligations withrespect touse, copying, protection and
security ofProfessional’sproperty.
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Rundell Ernstberger Associates, Inc.
Engineering Department - 2025
Appropriation #2200 044-628.712024BondFund; P.O.#116575
Contract NotToExceed $218,500.00
7.23 Personnel
Professional represents thatithas, orwill secure atitsownexpense, allpersonnel required inperforming the
services under thisagreement. Such personnel shall not beemployees of orhave anycontractual relationship
withCity. Alloftheservices required hereunder willbeperformed byProfessional orunder hissupervision and
allpersonnel engaged intheworkshall befullyqualified toperform such services.
7.24 Records and Inspections
Professional shall maintain full and accurate records with respect toallmatters covered under thisagreement
forthree (3) years after the expiration orearly termination ofthisAgreement. City shall have freeaccess atall
proper times tosuch records andthe righttoexamine and audit the same and tomake transcripts there from,
and toinspect allprogram data, documents, proceedings andactivities.
7.25 Accomplishment ofProject
Professional shall commence, carry on, and complete the project with allpracticable dispatch, inasound
economical and efficient manner, inaccordance with the provisions thereof and allapplicable laws. In
accomplishing theproject, Professional shall take such steps asareappropriate toensure that thework
involved isproperly coordinated withrelated work being carried onwithin City’sorganization.
7.26 Debarment And Suspension
7.26.1 TheProfessional certifies byentering intothisAgreement thatneither itnor itsprincipals noranyofits
subcontractors are presently debarred, suspended, proposed fordebarment, declared ineligible orvoluntarily
excluded fromentering into thisAgreement byanyfederal agency orbyany department, agency orpolitical
subdivision oftheState ofIndiana. Theterm “principal” for purposes ofthisAgreement means anofficer,
director, owner, partner, key employee orother person with primary management orsupervisory
responsibilities, oraperson who has acritical influence onorsubstantive control over the operations ofthe
Professional.
7.26.2 The Professional certifies thatithasverified thestate and federal suspension anddebarment status
for allsubcontractors receiving funds under thisAgreement and shall besolely responsible forany recoupment,
penalties orcosts that might arise from useofasuspended ordebarred subcontractor. The Professional shall
immediately notify theCity ifanysubcontractor becomes debarred orsuspended, andshall, attheCity’s
request, take allsteps required bytheCity toterminate itscontractual relationship withthe subcontractor for
worktobeperformed under this Agreement.
7.27 Access toPublic Records Act
Professional understands andagrees thatany “publicrecord”, as that term isdefined inIndiana Code 5-14-3-
2(m), as amended, that isrelated tothesubject matter ofthisAgreement, whether thesame isinthe
possession or control oftheProfessional ortheCity, shall be subject torelease under and pursuant tothe
provisions ofIndiana’sAccess toPublic Records Act, ascodified inIndiana Code 5-14-3-1, et seq., as
amended.
7.28 IranCertification
Pursuant toI.C. § 5-22-16.5, theProfessional shallcertify that, insigning thisAgreement, itdoes notengage
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ps!evsjoh!uif!dpotusvdujpo!qfsjpe!
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729!FBTU!NBSLFU!TUSFFU!0!JOEJBOBQPMJT-!JOEJBOB!57313!0!428/374/1238!0!SFBTJUF/DPN
ATTACHMENT 'B'
Preliminary
SurveyScoping
LimitsLimits
EXHIBIT B
Invoice
Date:
Name ofCompany:
Address & Zip:
Telephone No.:
Fax No.:
Project Name:
Invoice No.
Purchase Order No:
Goods Services
Person Providing Date Goods/Services Provided Cost Per Hourly Total
Goods/Services Goods/ (Describe each good/service Item Rate/
Service separately and in detail) Hours
Provided Worked
GRAND TOTAL
Signature
Printed Name
3/11/2025
RUNDELL ERNSTBERGER ASSOCIATES INC
INDIANAPOLIS, IN 46202 -
116575
618 E MARKET ST
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
Professional Services Agreement - 3/19/25
City Engineering's Office
1 Civic Square
Carmel, IN 46032-
276515
UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY
Page 1 of 1
Laurie Slick
99029
2200Department:0Fund:2024 Bond
44-628.71Account:
24-ENG-19 - Main St. from 4th Ave to Richland (ADA &
Pedestrian Improv.) - Design
1 $218,500.00 $218,500.00Each
218,500.00SubTotal
218,500.00
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/P VOUCHER 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. 116575
ORDERED BY
TITLE
City Engineering's Office
1 Civic Square
Laurie Slick
Carmel, IN 46032-
Jeremy Kashman Zac Jackson
Chief Infrastructure Officer CFO
City of Carmel Project 20-ENG-06
Haverstick Rd. MU Path
CHANGE ORDER #5
Final balancing Change Order to account for overruns and underruns of pay item quantities during
construction.
Contract Price prior to this Change Order $904,925.49
Contract Price will be increase by this Change Order $7,837.06
New Contract Price including this Change Order $912,762.55
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%
CO 02 $5,112.94 $899,043.79 1.59%
CO 03 $3,943.00 $902,986.79 2.03%
CO 04 $1,938.70 $904,925.49 2.25%
CO 05 $7,837.06 $912,762.55 3.14%
Project No.:20-ENG-06
Description:Haverstick Rd. MU Path
Type:Force Account
Summary:Final Balancing Change Order
Change Order Description:
Awarded Project Amount:$885,000.00
Authorized Project Amount:$904,925.49
Change Order Amount:$7,837.06
Revised Project Amount:$912,762.55
Item No.Unit Unit Price Quantity
2 EACH 843.70$ (2.00)
10 SYS 53.70$ (12.00)
11 EACH 1,180.90$ (1.00)
17 LFT 37.90$ (6.00)
20 DOL 1.00$ (5,425.00)
24 CYS 83.85$ 22.43
25 SYS 3.05$ (567.00)
26 TON 53.45$ (135.63)
27 SYS 29.90$ 266.00
28 TON 231.00$ (1.00)
29 TON 264.00$ 42.50
30 TON 1.10$ (1.00)
31 LFT 242.00$ (21.00)
32 TON 165.00$ 10.00
34 SYS 165.00$ 54.09
35 SYS 550.00$ 3.23
37 LFT 49.50$ 18.18
38 SYS 115.50$ 10.06
39 SYS 137.50$ (2.77)
40 EACH 588.10$ (11.00)
42 MG 137.50$ (26.00)
44 SYS 5.50$ 338.00
45 CYS 191.40$ (5.50)
46 LFT 303.25$ 11.00
53 LFT 7.95$ (2.00)
58 LFT 759.00$ 8.00
71 EACH 4,950.00$ 2.00
72 LFT 22.00$ (85.70)
73 LFT 22.00$ 108.00
77 EACH 2,040.50$ (3.00)
78 EACH 2,738.20$ (3.00)
($1,885.40)
$2,376.00
($6,121.50)
($8,214.60)
PAVEMENT, REMOVE ($644.40)
($1,052.70)
$3,335.75
($15.90)
$6,072.00
$9,900.00
$1,161.93
($380.87)
($6,469.10)
($3,575.00)
$1,859.00
($5,082.00)
$1,650.00
$8,924.85
$1,776.50
$899.91
($7,249.42)
$7,953.40
($231.00)
$11,220.00
($1.10)
($1,180.90)
($227.40)
($5,425.00)
$1,880.76
($1,729.35)
LIGHT STANDARD, RELOCATE
HMA WEDGE AND LEVEL, TYPE B
ASPHALT FOR TACK COAT
FENCE RELOCATE
HMA FOR SIDEWALK
CURB RAMP, CONCRETE
DETECTABLE WARNING SURFACES
CURB AND GUTTER, CONCRETE
PCCP FOR APPROACHES, 6 IN.
PCCP FOR APPROACHES, 9 IN.
MAILBOX ASSEMBLY, RESET, SINGLE
WATER
SODDING, NURSERY
CONCRETE, CLASS A
VIDEO INSPECTION FOR PIPE
TRENCH DRAIN
HEADWALL, REMOVE
PIPE, REMOVE
STORMWATER MANAGEMENT BUDGET
MILLING, ASPHALT, 1 1/2 IN
QC/QA-HMA, 2, 64, SURFACE, 9.5mm
COMPACTED AGGREGATE NO. 53
GEOGRID, TYPE IB
STRUCTURE BACKFILL, TYPE 2
Final Balancing CO to account for overruns and underruns during construction.
Description Amount
INSPECTION HOLE, DEEPER THAN 3 FT ($1,687.40)
DateContractor
$7,837.06
PIPE, TYPE 2, CIRCULAR, 8 IN.
SANITARY SEWER LATERAL PIPE ADJUSTMENT
(UNDISTRIBUTED)
ADJUST VALVE TO GRADE & REPLACE VALVE BOX
(UNDISTRIBUTED)
TRANSVERSE MARKING, THERMOPLASTIC, STOP LINE, WHITE, 24 IN.
TRANSVERSE MARKING, THERMOPLASTIC, CROSSWALK LINE, WHITE, 24 IN.
AR-1
Version 2024-09-23
CITY OF CARMEL
TO: CONTRACT CHANGE ORDER NO.: 5
DATE: 02/27/2025
PROJECT NAME:20-ENG-06 Haverstick Rd. MUT Path
CITY REQ. NO.:
CITY PO NO.: 110089
CITY PO DATE: _
I. You are directed to make the following changes in this Contract:
Force Account Work (Time and Materials) for sod repair.
SCHEDULED ADJUSTMENT
ITEM AMOUNT (+) OR (-) DAYS
II. The following referenced Documents further describe the changes outlined in Paragraph I, and
are to be considered a part of this Change Order: R.F.P.: ________ W.D.C. No.: _______
Other:__Change_Order_05_____________________________________________________
The changes result in the following adjustment of Contract Price and Contract Time:
Contract Price prior to this Change Order $__904,625.49____________
Contract Price will be increased/decreased by this Change Order $__7,837.06______________
New Contract Price including this Change Order $__912,762.55____________
Contract Time Prior to this Change Order _N/A__ Days _N/A_ Completion Date
Net increased/decreased resulting from this Change Order__N/A Days
Current Contract Time including this Change Order__N/A Days _N/A___ Completion Date
This Change Order is for full and final settlement of all direct, indirect, impact costs and time
extensions incurred at any time resulting from the performance of the changed work.
The Above Changes Are
Recommended
The Above Changes Are
Accepted:
Approved:
Clark Dietz, Inc. United Construction Services, LLC
ENGINEER CONTRACTOR Laura Campbell, Presiding
Officer
8900 Keystone Crossing 347 South Broadway
Address Address James Barlow, Member
Suite 475
Alan Potasnik, Member
Indianapolis, IN 46240 Pendleton, IN 46064
City/State/Zip City/State/Zip Brad Pease, PE, City Engineer
By:
____________________
By:
______________________
ATTEST:
Phone:_219-775-1427_____ Phone:__765-238-1989____
Jacob Quinn, Clerk
Date:__2/27/25_________ Date: _______ Date: _______
02/28/25
CzTfshfzHsfdivlijobu:;23bn-Gfc39-3136
9750 E150thSt, Noblesville,Indiana 46060
Mobile 574-265-1964
dave.ruiz@convergint.com
January 31, 2025
Quotation:DR15704257P
CityofCarmel
10701 NCollege AveSuite ACarmel, Indiana 46280
Attention: Morgan Rinehart
Reference:
Genetec Streamvault 4040EX Series,
Omnicast Licensing
Contract Vehicle: Sourcewell #030421-CTL
youforproviding Convergint withtheopportunity topresent thisproposal addressing your
electronic security needs. Weareconfident thatthisproven solution isboth
comprehensive andcustomized tomeet your needs today, andinthefuture.
isbackedby afoundational commitment
toourcorevalue ofservice, andwehave beenrecognized asthe #1Systems Integrator
bySDMMagazine.Thisrecognition reflects thestrongrelationshipsConvergint has
withproviding exceptional service toourcustomers.
Our guidingOur
dedicated and certified team ofprofessionalsstrivesto uphold ourcustomer-focused,
service-based missionto make adaily difference forourcustomers. After achieving a
successful on-time andon-budget project installation, Convergint will provide youwith the
service, including our 24/7customer portaliCare, designed to
trackservice work orders, project progress, andprovide youwithdetailed metric reporting
forcontinuous improvement.
The following security proposal isspecifically designed tomeetyour needs. Asyoursingle
point ofcontact, please feelfreetocontact mewithanyadditional questions youmay
have. Thank youagain fortrusting Convergint asyour partner.
ScopeofWork
Contract Vehicle: Sourcewell #030421-CTL. Allitems arecovered under contract vehicle
pricing.
Convergint Technologies toprovide thematerials listedbelow, including pro-rated
Omnicast licenses.
Thisisaboxsale; nolabor isincluded.
Materials
ExtendedLineQtyPartDescriptionUnitPricePrice
1ContractVehicle: Sourcewell #030421-CTL
GSC-Om-1Enterprisecameraconnection, mandatory230.00$220.59$6,617.70E-1CGenetec Advantage
Streamvault 4040EXSeries -2U28-Bay
Appliance480TBRawRAID62xXeonGoldSV- 5416S64GBRAM2x480GBM.2SSD24x20TB4040EX- 33.003.5Enterprise HDDs2x1GbE RJ452x $60,176.47$180,529.41R28-480T- 10/25GbESFP282x1400WPSUWindows20-416 ServerStandard5YRNBDKYHDWarranty -
GenetecSecurity Center
ADV-GenetecAdvantagefor1OmnicastEnterprise430.00$106.75$3,202.50CAM-E-5YCamera 5years
StreamvaultConfigure withSecurityCenterSV-CFG- 51.005.12.x (latest minor). Applies toallStreamvault$0.00$0.00GSC5.12 appliances.
190,349.61EquipmentTotal
0.00TotalLabor
0.00OtherCosts
16,637.86Freight/Warranty
0.00Taxifapplicable
206,987.47TotalProjectPrice
ClarificationsandExclusion
1.Allwork proposed herein, shall beperformed duringnormal business hours Monday
through Friday 8:00am -5:00pm.
2.Lowvoltage wiring shall beinstalled viaopenair codeapproved methods.
3.Provision orinstallation ofconduit, wire, boxes, fittings orother electrical installation
materials unless specifically listedunderInclusions orBillofMaterials.
4.Permits orassociated feesare notincluded.
5.Customer toprovide static IPaddresses and network connections atpanellocations.
6.Customer toprovide asecured staging & storage area forproject related materials.
7.Pricing assumes that electronic Auto CADfiles areavailable from customer forour
useincreating submittal drawings.
8.Fiftypercent (50%)ofthe proposed sellpriceshallbepayable toConvergint for
project mobilization. Mobilization shall beinvoiced anddue uponcustomer
acceptance ofthisproposal.
9.Proposal doesnotinclude sales taxunless otherwise noted.
10.Anything intheContract Documents notwithstanding, innoeventshalleither
Contractor orSubcontractor beliableforspecial, indirect, incidental orconsequential
damages, including commercial loss, lossofuse, orlostprofits, even ifeither party
hasbeenadvised ofthepossibility ofsuch damages.
11.Convergint reserves therighttonegotiate mutually acceptable contract terms and
conditions withcustomer bymaking mutually agreeable changes totheformal
contract included intheBid Documents.
12.Customer acknowledges thatsupply-chainandshipping difficulties mayresultin
unavoidable delays indeliveries ofmaterials despite timely placement oforders and
efforts byConvergint anditssuppliers toavoid such delays. Customer agrees to
provide Convergint withreasonable extensions oftimetotheextent ofanysuch
delaysandConvergint agrees tomake reasonable efforts toavoid orminimize such
delays. Customer further acknowledges thattheabove-referenced supply-chain
andshipping difficulties
proposal pricingonproducts covered bythisquote oranyresulting agreement and
that suchincreases mayoccur between thetimethisquote isprovided, orany
resulting contract isexecuted andthetime when Convergint actually purchases the
products covered bythisquote oraresulting agreement. Customer agrees thatit
above theproposal pricing uponwhich thequoteoragreement was based, by
change order orotherwise, andConvergint agrees that itshallmakecommercially
reasonable efforts tominimize anysuch increase.
REVIEWIMPORTANTPRODUCTSAFETYANDSERVICEINFORMATIONPRIOR
TOUSINGACONVERGINT-INSTALLEDSOLUTION:
convergint.com/terms.
PerformanceItems
ItemsIncluded
Freight (prepaid)Material (listed intheBOM)
One-YearWarranty onParts
ItemsExcluded
120VAC Powerand Fused Disconnect Switch120 VACPower Receptacles
Additional Lighting Requirements forCamerasApplicable Taxes
Attend General Contractor Project MeetingsAttend Owner Project Meetings
Authority having Jurisdiction permit drawing Cable
requires customer CAD)
Ceiling TilesandCeiling Grid RepairsConnection toBuilding FireAlarm Panel
Correction ofWiring Faults Caused byOthersDoor wiring typical connections
Electrical Installation PermitElectrified DoorLocking Hardware
Engineering and DrawingsEquipment racklayout drawing
FAPermitandPlanReview FeesFire Stopping (Excludes Existing Penetrations)
Fire WatchFloor Coverings for Lifts
Floor plan withdevice placement and numbering Horizontal CoreDrilling
requires customer CAD)
Installation ofBridle RingsInstallation ofCCTV Cameras
Installation ofConduit, BoxesandFittingsInstallation ofControl Equipment Enclosures
Installation ofControl PanelsInstallation ofIntercom Systems
Installation ofIntrusion PanelsInstallation ofLowVoltage Wire
Installation ofNetwork Cabling toCard ReadersInstallation ofNetwork Cabling toIPCameras
Installation ofNetwork Cabling toIPIntercomsInstallation ofSpecialty Backboxes
Installation ofTerminal CabinetsInstallation ofVideo Recorders (DVR/NVR)
Installation ofWire andCableInstallation ofWireHangars
LiftsLoading Software on Customer Provided
Computer
Low Voltage PermitsMounting/Termination ofProposed Devices
On-Site LockableStorage FacilityOne-YearWarranty onLabor
Operations & Maintenance ManualsOwner toProvide DHCPLease Reservations for
Network Connected Devices
Owner to Provide Static IPAddressesOwner Training
Panel Wall Elevation drawing (may require Panelwiringwithpoint topoint connections
customer CAD)
Patch and PaintPayment & Performance Bonds
Project ManagementRecord Documentation (As-Built)
Riser drawing withhome runwiringServers byConvergint
Servers byOthersSpecialty Backboxes
Submittal DrawingsSystem Engineering
System isDesign-BuildSystem Meets Plans/Drawings
System ProgrammingTerminal Cabinets
Termination ofControl Equipment EnclosuresTesting ofallProposed Devices
Vertical Core DrillingWire
Workstations byConvergintWorkstations byOthers
TotalProjectInvestment:$ 206,987.47
Thank youforconsidering Convergintfor yourSecurity needs. Ifyouhave anyquestions
orwould likeadditional information, please don'thesitate tocontact meimmediately. Ifyou
would liketoproceed withthescope ofworkasoutlined inthisproposal, please signbelow
and return tomyattention.
Sincerely,
DaveRuiz
Convergint
Dave Ruiz
Bysigning below, Iaccept this proposal andagree totheTerms andConditions contained
herein
Morgan RinehartJanuary 31, 2025
Customer Name (Printed)Date
Authorized SignatureTitle
ConvergintTechnologies Install Terms & Conditions
ConvergintTechnologies Install Terms & Conditions
CzBmmjtpoMzodi.NdHsbuibu21;59bn-Gfc39-3136
CzBmmjtpoMzodi.NdHsbuibu4;62qn-Nbs23-3136
PROPOSAL
CC & TCONSTRUCTION, INC.
5051 Prospect Street
Indianapolis, IN 46203
Phone: (317)356-6385
Fax: (317)356-2175
ProposalSubmitted To:Phone:Date:
City of Carmel2/17/2025
Attention:Email
Rmurt@Carmel.IN.GovRyanMurt
Street:JobLocation:
City, State, andZipCode:JobName:
City ofCarmel 2025
Wehereby submit specifications andestimates for:
1. Police Department Handicap Ramp
Labor andMaterial: Excavate andPlace one 5' x6' Handicap Ramp and a5' x5' Landing
Lump Sum = $5,375.00
2. CarmelCenter2. CarmelCenter
LaborandMaterial: Labor and Material: ExcavateandExcavate and Place13' x91/2' SidewalkTransition, Place 13' x91/2' Sidewalk Transition, 1,570SFof4" Sidewalk,1,570SFof4" Sidewalk,
1,840SFof8" Sidewalk, andsix16' x81/2sectionswith1' Borderand2' x2' DiamondwithBrickinLayover4" 1,840 SFof8" Sidewalk, and six16' x81/2sections with 1' Border and 2' x2' Diamond withBrickinLayover4"
ConcreteandSandBase.Concrete andSand Base.
LumpSum = $55,840.00Lump Sum = $55,840.00
Please signand return back. Thank you!
Wepropose herebytofurnish material andlabor - complete inaccordance with above specifications, forthesumof:
SEE ABOVE dollars
Payment ToBeMade AsFollows:
Authorized Signature: Allmaterials guaranteed tobe asspecified. Allworktobecompleted inaworkmanlike manner according tostandard
practices. Anyalteration ordeviation from above specifications involving extra costs willbeexecuted only upon written orders TonyPage
and willbecome anextracharge over andabove theestimate. Allagreements contingent upon strikes, accidents ordelays
beyond ourcontrol. Owner tocarry fire, tornado andother necessary insurance. Ourworkers arefullycovered byWorkmen'sNote: Thisproposal may bewithdrawn
byusifnotaccepted within 10 days. Compensation insurance.
AuthorizedSignature: Acceptance ofProposal
Theaboveprices, specifications andconditions are
satisfactory andarehereby accepted. Youareauthorized AuthorizedSignature:
todotheworkasspecified. Payment willbemadeas
outlined above.DateofAcceptance:
2/27/2025
CC & T CONSTRUCTION INC
INDIANAPOLIS, IN 46203 -
116532
5051 PROSPECT ST
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
Sidewalk replacement at 3rd Ave and City Center
Street Department
3400 W. 131ST Street
Carmel, IN 46074-
317) 733-2001
033150
UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY
Page 1 of 1
Matt Higginbotham
98695
2201Department:2201Fund:Motor Vehicle Highway FND
43-509.00Account:
SidewalkReplacement1 $55,840.00 $55,840.00Each
55,840.00SubTotal
55,840.00
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. 116532
ORDERED BY
TITLE
Street Department
3400 W. 131st Street
Carmel, IN 46074-
Lee Higginbotham Zac Jackson
317) 733-2001
Commissioner CFO
CzTfshfzHsfdivlijobu4;4:qn-Nbs21-3136
CzTfshfzHsfdivlijobu23;16qn-Nbs14-3136
Page 1 of 6
City of Carmel Street Department
2025 Flower Maintenance- Service Contract
The City of Carmel would like to receive quotes for planting and maintaining Spring, Summer,
Fall annuals, and Winter décor for four areas in Carmel. Maintaining includes watering and
removing weeds from the planted areas. Some areas are irrigated but may still need supplemental
watering of the areas.
The four areas to be planted with annuals and annuals maintained are:
1. Main St. Cast Stone Planters (32 planters total- each opening approx. 24” wide)
2. Sophia Square Courtyard (18 rectangular planters and the base of 12 topiary planters)
3. Palladium Planters & Urns (15 small stone urns, 15 large stone urns, 15 stone planters, &
64 iron urns)
4. Indiana Design Center (5 large urns & 6 small urns)
The Carmel Street Department will be purchasing all annuals/perennials for this contract. The
Contractor will be required to install and maintain these plantings for Spring, Summer, Fall, and
Winter seasons.
A 2” layer of leaf compost is to be applied by the contractor to all planting beds, pots, or urns
and incorporated into a depth of 6” prior to planting of any annual or perennial. The contractor is
to supply the leaf compost.
The Contractor will be required to apply a three-month slow-release application of fertilizer, as
to manufacturer’s specifications, to all planting beds, pots, or urns after planting is complete.
The Contractor will also water all annuals/perennials immediately after planting and inform the
City by text or e-mail as to which areas have been completed.
The Contractor will be required to use dark brown dyed hardwood mulch around the annuals
after planting occurs if the soil is disturbed to have a completed finished look to each landscape
area. No more than 33% of soil or mulch shall be visible after planting any seasonal display.
Spring planting is to begin in the 3rd week of March.
Summer planting is to begin the week of May 12th.
Fall planting is to begin in the 1st week of October.
Winter décor is to be complete before the 2nd Saturday in November.
Upon the completion of the growing season, the contractor will be required to pull all dead
annuals/ décor, trim all perennials that were planted, and remove and dispose of all plant material
from the planting beds.
Page 2 of 6
Winter Décor Details
The Sophia Square topiaries are not to have any decorations.
Only the 18 rectangular stone planters will have winter décor.
Winter decorations are to include greens covering the entire planter opening to a height of not
less than 1 ft. high. All soil in the planters is to be covered with the winter décor. The center of
the urn is to be as high as the width of the urn, with the maximum height to be 6 ft tall. The
construction of the winter decorations is to be made in such a way so they will withstand winter
winds, storms, and snow. The Contractor is to maintain, repair, or replace any decorations that do
not withstand winter weather. Some urns contain irrigation systems. If any of these systems are
damaged during the installation of decorations, the Contractor is responsible for repairs.
The allowable material for each planter should be a mixture of:
Branches spray-painted white or gold
Cut eucalyptus
Dried hydrangea blooms
Dried Magnolia grandiflora branches
Evergreen boughs
Holly branches (both evergreen and deciduous)
Ilex verticillata
Pinecones
Red, Silver, or Gold ornaments
Any other festive plant materials approved by the City prior to installation
Page 3 of 6
Winter Decoration Examples
Page 4 of 6
Page 5 of 6
Page 6 of 6
End of Specifications
1/15/2025
ENGLEDOW, INC
CARMEL, IN 46032 -
114334
1100 E 116TH ST
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
Street Department
3400 W. 131st Street
Carmel, IN 46074-
317) 733-2001
358653
UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY
Page 1 of 1
95681
1206Department:101Fund:General Fund
43-504.00Account:
FlowerInstallation1 $54,597.84 $54,597.84Each
54,597.84SubTotal
54,597.84
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. 114334
ORDERED BY
TITLE
Street Department
3400 W. 131st Street
Carmel, IN 46074-
Lee Higginbotham Zac Jackson
317) 733-2001
Commissioner CFO
CityofCarmel Street Department
Change OrderForm
35.TUS.1:TusffuEfqbsunfouCvjmejohVqhsbeftProjectName: __________________________________________
2ChangeOrderNo.: ______________________________________
CzTfshfzHsfdivlijobu5;38qn-Nbs23-3136
Listeditemsforthischangeorder:
Beetjejohboefyufsjpsusjnupuifcbdlpgcvmlifbet
35.TUS.1:TusffuEfqbsunfouCvjmejohVqhsbeft2ChangeOrderNo. ____ isforworkcompletedregarding (projectname) ___________________________.
536-8:6/11Contractpricepriortothischangeorder $ ________________________
6-:51/11Contractpricewillbeincreased/decreased bythischangeorder $ ________________________
542-846/11Newcontractpriceincludingthischangeorder$ ________________________
Original ContractN/A N/A536-8:6/11
CO1: 6-:51/11%542-846/112/51& Beejujpobmtjejohboefyufsjpsusjnup
uifcbdlpgcvmlifbet
CO2:
CO3:
CITYOFCARMELTO:
2CONTRACTCHANGEORDERNO.: ______________
1402303136DATE: _______________________________________
35.TUS.1:TusEfquCvjme/VqhsbeftPROJECTNAME: ______________________________
O0BCITYREQ. NO.: _______________________________
224186-227692CITYPONO.: _________________________________
2301:03135-1402303136CITYPODATE: _______________________________
I.
Youaredirectedtomakethefollowing changes inthisContract:
2ChangeOrderNo. ____ listedbelow.
SCHEDULED ADJUSTMENTITEMAMOUNTOR (-) DAYS
Beejujpobmtjejohboefyufsjpsusjnupuifcbdlpgcvmlifbet 6-:51/111
1
1
Thefollowing referenced Documents further describethechanges outlinedinParagraph I, andaretobe
O0BtffbuubdifeepdvnfoutO0BconsideredapartofthisChangeOrder: R.F.P.: ______ W.D.C. No.: ______ Other: __________________
Thechanges resultinthefollowing adjustment ofContract PriceandContract Time:
536-8:6/11ContractPricepriortothisChangeOrder $ _________________
6-:51/11ContractPricewillbeincreased/ decreased bythisChange Order $ _________________
542-846/11NewContractPriceincludingthisChangeOrder $ _________________
17012031361ContractTimePriortothisChangeOrder: ______ Days. Completion Date: ____________
1Netincrease/decreaseresulting fromthisChangeOrder: ______ Days
17012031361CurrentContractTimeincludingthisChangeOrder: ______ Days. Completion Date: __________
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 City Hall Parking Lot
02/21/2025
Yes, 03/04/2025
Yes, 03/04/2025 Yes, 03/10/2025
Yes, 03/10/2025 Yes, 03/10/2025
yes, 03/11/2025
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.
20200829_Freewheelin Bicycle Donation Map (2).docx 92.67KB
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 Use of west side of City Hall parking lot
4. CITY SERVICES NEEDED: Mark all that apply
City Services Needed
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*
If multiple dates,
please list
Set-Up time:*Tear Down End
time:*
Event Start
time:*Event End
time:*
Rehearsal
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
Freewheelin Community Bikes Spring Bike Collection - Bicycle donation event co-
hosted by the City (Bike Carmel) and Freewheelin Community Bikes,
Provide a brief description of event
This is a drive-up and drop-off event where members of the community can donate
new and used bicycles to Freewheelin Community Bikes, an Indianapolis-based
nonprofit serving "at risk" youth. The bikes donated are used in their "build a bike
program". In previous years, we have ~ 10 volunteers help people unload the
bicycles from their vehicles and then load them onto a box truck to be transported to
their warehouse. There is usually never more than ~11-15 people at this event at
any given time (i.e. there are no crowds). This event has a relatively small footprint
in the City Hall parking lot.
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
4/5/2025
4/5/2025
10:30:00 AM 2:00:00 PM
11:00:00 AM 2:00:00 PM
NA
Number of People
Expected:*
Fees?
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
50
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.
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
3178197208
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:
Kevin Whited
kwhited@carmel.in.gov
3178197208
3173724084
City of Carmel, Bike Carmel
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.
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46032
Country
United States
Street Address
30 West Main Street
Address Line 2
Economic Development/Carmel Utilitie
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
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.
Kevin W Whited
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Kevin Whited, Transportation Development
Coordinator
Printed Name and Title (If applicable)
317.372.4084
Phone Number (Required)
One Civic Square Attn Bike Carmel
Carmel, IN 46205
Address of Organization/Applicant
2/21/2025
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 the street or block in front of 275 Veterans Way (including parking).
02/28/2025
Yes, 03/04/2025
Yes, 03/04/2025
Must contact Jeff Horner for Police Hire 03/04/2025
Engineering recommendation: No Full Closure, Use Parking + Phelps Way for Parking Yes, 03/10/2025
Yes, 03/10/2025
NO, 03/10/2025
yes, 03/11/2025
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
2. STREET(S) REQUESTED:
Carmel Arts District. The block right in front of the office building located at 275
Veterans Way starting at the entrance of the driveway for Carmel Design Center lot
to the corner of Phelps Way. FYI: This is similar to the open house street closures by
our landlord (Studio M Architectures) for their open house last summer.
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
AWA Map for Open House May 7.png 1.4MB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
Closure for block party (one block closure in front of office building 275 Veterans
Way).
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*
Tall Skinny Cones*
No Parking Signs*
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
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 Tall Skinny Cones needed
12
Please note the number of NO PARKING SIGNS needed
8
5. EVENT DETAILS
Open House for new office located at 275 Veterans Way, Suite 110 (ground level).
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
Open House for new office. Event will be both indoors and outdoors. We will have
the event catered by local area restaurants and a live musician. We are planning on
using a tent. We are in the process of consulting with A Classic Party Rental on
layout and needs. It is an open house where we will be inviting clients, prospects as
well as our friends, family and area neighbors. All are welcome to attend. A sample
invite is included for reference.
Attach additional pages if needed-SEE BELOW
AWA_Carmel_open_house_FINAL_R.pdf 88.95KB
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
5/7/2025 5/7/2025
8:00:00 AM 8:00:00 PM
4:00:00 PM 7:00:00 PM
NA
250
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.
TBD
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
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)
A Classic Party Rental
Name of Merchants(s) doing the setup
3172517368
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:
Cindy Gibson
Aaron Wealth Advisors
City
Carmel Arts & Design District
State / Province / Region
IN
Postal / Zip Code
46032
Country
United States
Street Address
Address Line 2
For-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
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.
Aaron Wealth Advisors / Cynthia Gibson
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Cynthia Gibson / Senior Admin & Events
Manager
Printed Name and Title (If applicable)
Phone Number (Required)
Aaron Wealth Advisors
Carmel, IN 46032
Address of Organization/Applicant
2/28/2025
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:__________________________________________________________________
WHEN
May 7, 2025
WHERE
275 Veterans Way,
Suite 100,
Carmel Arts District
TIME
4pm - 7pm EST
RSVP: Will Kramer
WKramer@AaronWealth.com / 317-663-8810
Summer Kick OffOPEN HOUSE
HOSTED BY AARON WEALTH ADVISORS
ENJOY!
Local
Carmel Eats
Local restaurants include:
1933 Lounge by St. Elmo, Sun King Brewery,
Monterey Coastal Cuisine, and Cake Bake.
Race Raffle:
Four premium seats to the 109th
running of the Indianapolis 500 on
Sunday, May 25th ($1000 value)
Complimentary parking available in the garage located across the street.
Live
Music
Cocktails &
Refreshments
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
* Austin from Hotel Carmichael assures me thatthis wedding will not interfere with the privatewedding happening in the amphitheater the same
time/day.02/26/2025
Allied Solutions: Yes 02/27
02/27/2025
Yes, 03/04/2025
Yes, 03/04/2025 yes, 03/10/2025
yes, 03/10/2025 Yes, 03/10/2025
yes, 03/11/2025
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 Access to Electrical for DJ
5. EVENT DETAILS:
Ceremony for Wedding at Hotel Carmichael from 5:30 PM - 6:30 PM on Saturday,
May 17th, 2025.
Provide a brief description of event
Hotel will provide 130 white wooden chairs and (1) 6'x30" Table for DJ. Set up will
occur at 5 PM and ceremony will begin at 6 PM.
Hotel will retrieve all chairs and table immediately following the ceremony at 6:30
PM.
No other equipment or assistance required.
Attach additional pages if needed-SEE BELOW
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
Rehearsal Date:
Rehearsal Start
Time:
Rehearsal End
Time:
Number of People
Expected:*
Fees?
5/17/2025 5/17/2025
5:00:00 PM
6:40:00 PM
6:00:00 PM
6:30:00 PM
NA
5/16/2025
5:00:00 PM
6:00:00 PM
15
Will a Fee be charged for this event? If yes, please describe below.
YES
NO
EVENT SET UP:
Mark all that apply
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.
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-
2600)
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.
Bounce House
N/A
Other
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
6. CONTACT INFORMATION:
Mallory Davis
mdavis@hotelcarmichael.com
3176889611
Mallory Davis / Hotel Carmichael
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46032
Country
USA
Street Address
1 Carmichael Square
Address Line 2
For-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.
Hotel Carmichael / Mallory Davis
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Mallory Davis, Catering Sales Manager
Printed Name and Title (If applicable)
(317) 688-9611
Phone Number (Required)
1 Carmichael Square
Carmel, IN 46032
Address of Organization/Applicant
2/27/2025
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
03/03/2025
Yes, 03/04/2025
Yes, 03/04/2025 yes, 03/10/2025
yes, 03/10/2025 Yes, 03/10/2025
wedding has already been approved for 5/17/2025this is for the parking only yes, 03/11/2025
UPLOAD MAP
Type of Closure:
Further Info for type
of closure
REQUESTS:
CITY SERVICES
NEEDED:
No Parking Signs*
Event Use/Purpose:
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
Please note the number of NO PARKING SIGNS needed
We already have
approval for event /
this request is only for
no parking signs -we
should need around
15… to put at spots
near palladium side for
elderly guests at our
wedding.
5. EVENT DETAILS:
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
Rehearsal Date:
Rehearsal Start
Time:
Rehearsal End
Time:
Number of People
Expected:*
Fees?
Provide a brief description of event
We have already been approved for event, but are writing to request 15 no parking
signs to place at spots between the lawn and palladium for elderly guests attending
wedding and for wedding party.
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
5/17/2025 5/17/2025
1:30:00 PM
5:30:00 PM
4:00:00 PM
5:30:00 PM
NA
5/16/2025
5:00:00 PM
7:00:00 PM
15
Will a Fee be charged for this event? If yes, please describe below.
YES
NO
EVENT SET UP:
Mark all that apply
Stage
Size of Stage
Vendors
Contact Person
Email
Phone Number:
Cell Number:
Name/Organization:
Address
Organization Type:*
Residency
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:
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
6. CONTACT INFORMATION:
Sarah Bryson
City
Cicero
State / Province / Region
In
Postal / Zip Code
46034
Country
USA
Street Address
Address Line 2
Individual
Is the requestor a citizen of the City of Carmel?
Yes
No
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 previsously granted request to use a City facility for any lawful reason.
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.
Sarah Bryson
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Sarah Bryson
Printed Name and Title (If applicable)
Phone Number (Required)
Cicero IN 46034
Address of Organization/Applicant
5/17/2025
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
02/24/2025
Yes, 03/04/2025
Yes, 03/04/2025
Yes, 03/10/2025
yes, 03/10/2025
yes, 03/10/2025
yes, 03/11/2025
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 End
time:*
Event Start
time:*Event End
time:*
Rehearsal
Rehearsal Date:
Rehearsal Start:Rehearsal End:
Number of People
Expected:*
Fees?
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
Community partnership event - Gazebo Concerts held every Wednesday night from
7-9 p.m. at Civic Square, Gazebo lawn..
Provide a brief description of event
Community partnership event - Gazebo Concerts held every Wednesday night from
7-9 p.m. at Civic Square Gazebo.
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
5/28/2025 9/24/2025
May 28, June 4, 11, 18, 25; July 9, 16, 23, 30; August 6, 13, 20, 27; September 3,
10. Rain dates: September 17, 24.
9:00:00 AM 10:00:00 PM
7:00:00 PM 9:00:00 PM
NA
Rehearsal Start Time:Rehearsal End Time:
1,500
Will a Fee be charged for this event? If yes, please describe below.
Yes
No
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Address
Organization
Type:*
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.
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:
John Eaton / Chair of Fountain Square Committee
jweaton@mccombpella.com
3176941310
Fountain Square Committee
City State / Province / Region
Postal / Zip Code Country
Street Address
Address Line 2
Non-Profit Organization
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 Organization based within the City of Carmel city limits?
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.
Melissa Hopson on behalf of the Fountain Square Committee
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Melissa Hopson
Printed Name and Title (If applicable)
3176194187
Phone Number (Required)
Address of Organization/Applicant
2/24/2025
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
02/28/2025
Yes, 03/04/2025
Yes, 03/04/2025
yes, 03/10/2025
yes, 03/10/2025
Yes, 03/10/2025
yes, 03/11/2025
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.
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 End
time:*
Event Start
time:*Event End
time:*
Rehearsal
Number of People
Expected:*
Fees?
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
Free family-friendly movies for the community
Provide a brief description of event
Every Tuesday & Thursday from June-September.
Tuesdays 6 P.M.
Thursdays Noon & 6 P.M.
Full listing of dates attached.
Attach additional pages if needed-SEE BELOW
Movies at Midtown Dates 2025.docx 15.77KB
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
6/3/2025 9/30/2025
See attached document.
6:00:00 PM 8:00:00 PM
6:00:00 PM 8:00:00 PM
NA
100
Will a Fee be charged for this event? If yes, please describe below.
Yes
No
EVENT SET UP:
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Address
Organization
Type:*
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.
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:
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
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 Organization based within the City of Carmel city limits?
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.
Tierra Bush
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Tierra Bush
Printed Name and Title (If applicable)
3176182799
Phone Number (Required)
1 Civic Square
Carmel, IN 46032
Address of Organization/Applicant
2/28/2025
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:__________________________________________________________________
Movies at Midtown Dates 2025
June 2025
• Tuesday, June 3, 2025 - 6:00 PM
• Thursday, June 5, 2025 - Noon & 6:00 PM
• Tuesday, June 10, 2025 - 6:00 PM
• Thursday, June 12, 2025 - Noon & 6:00 PM
• Tuesday, June 17, 2025 - 6:00 PM
• Thursday, June 19, 2025 - Noon & 6:00 PM
• Tuesday, June 24, 2025 - 6:00 PM
• Thursday, June 26, 2025 - Noon & 6:00 PM
July 2025
• Tuesday, July 1, 2025 - 6:00 PM
• Thursday, July 3, 2025 - Noon & 6:00 PM
• Tuesday, July 8, 2025 - 6:00 PM
• Thursday, July 10, 2025 - Noon & 6:00 PM
• Tuesday, July 15, 2025 - 6:00 PM
• Thursday, July 17, 2025 - Noon & 6:00 PM
• Tuesday, July 22, 2025 - 6:00 PM
• Thursday, July 24, 2025 - Noon & 6:00 PM
• Tuesday, July 29, 2025 - 6:00 PM
• Thursday, July 31, 2025 - Noon & 6:00 PM
August 2025
• Tuesday, August 5, 2025 - 6:00 PM
• Thursday, August 7, 2025 - Noon & 6:00 PM
• Tuesday, August 12, 2025 - 6:00 PM
• Thursday, August 14, 2025 - Noon & 6:00 PM
• Tuesday, August 19, 2025 - 6:00 PM
• Thursday, August 21, 2025 - Noon & 6:00 PM
• Tuesday, August 26, 2025 - 6:00 PM
• Thursday, August 28, 2025 - Noon & 6:00 PM
September 2025
• Tuesday, September 2, 2025 - 6:00 PM
• Thursday, September 4, 2025 - Noon & 6:00 PM
• Tuesday, September 9, 2025 - 6:00 PM
• Thursday, September 11, 2025 - Noon & 6:00 PM
• Tuesday, September 16, 2025 - 6:00 PM
• Thursday, September 18, 2025 - Noon & 6:00 PM
• Tuesday, September 23, 2025 - 6:00 PM
• Thursday, September 25, 2025 - Noon & 6:00 PM
• Tuesday, September 30, 2025 - 6:00 PM
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 Run Walk
02/24/2025
Yes, 03/04/2025
Yes, 03/04/2025 Yes, 03/10/2025
Parks Approved, application included
yes, 03/10/2025 yes, 03/10/2025
yes, 03/11/2025
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
2. STREET(S) REQUESTED:
Various Streets along course. Rolling closures as runners pass through course.
see map for details
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
Freedom Run Map 25.pdf 162.16KB
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 use of streets
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 End
time:*
Event Start
time:*Event End
time:*
Rehearsal
Rehearsal Date:
Rehearsal Start:Rehearsal 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
5. EVENT DETAILS
Freedom Run and Walk to celebrate America's Birthday and promote fitness.
Provide a brief description of event
Kick off your holiday weekend and celebrate America's birthday with the 2025
Carmel Freedom Run! Raceday is Friday, July 4th in the beautiful city of Carmel, IN.
Choose between the 4.5-mile run, or the 1.5-mile run/walk. Bring the whole family
out, as we offer a discounted rate for families of 3+. There is also a FREE Kids Fun
Run for children 10 and under!
Event is open to everyone. Participants receive a nice shirt and fast finishers will be
eligible for awards.
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
7/4/2025 7/4/2025
7:00:00 AM 10:00:00 AM
8:00:00 AM 9:00:00 AM
NA
Rehearsal Start Time:Rehearsal End Time:
Number of People
Expected:*
Fees?
Fees (cont'd)
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
800
Will a Fee be charged for this event? If yes, please describe below.
Yes
No
Purpose of fee
Entry fee to enter event
EVENT SET UP:
Stage
none
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.
only pop up 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
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:
Don Carr
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.
Tuxedo Brothers
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46074
Country
Street Address
Address Line 2
For-Profit Organization
Is the Organization based within the City of Carmel city limits?
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.
Tuxedo Brothers
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Donald Carr, President
Printed Name and Title (If applicable)
Phone Number (Required)
Address of Organization/Applicant
2/24/2025
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:__________________________________________________________________
146th
Clay
Terrace
Carmel
High School
St
a
d
i
u
m
D
r
.
Smokey Row Rd.
Trail Path
2nd St. NE
2n
d
A
v
e
1st St
Mo
n
o
n
T
r
a
i
l
M
o
n
o
n
T
r
a
i
l
Trail Path
R
a
n
g
e
L
i
n
e
R
d
Ra
n
g
e
L
i
n
e
R
d
Hagen Burke Trail Gr
e
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h
o
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d
T
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a
i
l
Start/Finish
MILE1
MILE2
MILE3
MILE4
FamilyWalkCourse July 4, 2025
8:00 AM Start
4.5 Mile Course
Map by: Tuxedo Brothers, Inc.
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
02/19/2025
X Streets, confirmed 02/24/2025
Yes, 03/04/2025
Yes, 03/04/2025
yes, 03/10/2025
yes, 03/10/2025
yes, 03/10/2025
Parks approved 02/13/2025 Application included
yes, 03/11/2025
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
2. STREET(S) REQUESTED:
Rohrer Road will be closed or monitored by CPD for short periods of time between
Bier Brewery Carmel and the Monon Greenway from approximately 10 am to 11 am
on Saturday, August 9, 2025. We have done this for the past three years with CPD
off-duty officers and there have been no issues.
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
KKNE's 5K course map.pdf 375.13KB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
CPD officers will monitor and stop traffic as needed on Rohrer Road between Bier
Brewery and the Monon Greenway during the 5K race.
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 End
time:*
Event Start
time:*
Event End
time:*
Rehearsal
Number of People
Expected:*
Fees?
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
Kelli's Kegs N' Eggs 5K is a run/walk event to raise awareness and funds to aid in
brain cancer research and additionally provide financial resources to local Hoosiers
who have been diagnosed with this terminal disease.
Provide a brief description of event
This will be the fourth annual Kelli's Kegs N' Eggs 5K event. As in previous years, it
will be held at Bier Brewery Carmel. the event is much more than a 5K walk/run.
There will be food on-site at Bier Brewery, vendor and sponsor tables, live music and
an auction for fund-raising purposes. In past years there have been approximately
300-500 people at the event. All businesses in the Bier Brewery Carmel plaza are
contacted and an area will be roped off for parking and vendor tables. Portable
restroom facilities will be provided.
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
8/9/2025 8/9/2025
6:00:00 AM 2:00:00 PM
9:00:00 AM 2:00:00 PM
NA
400
Will a Fee be charged for this event? If yes, please describe below.
Yes
No
Vendors
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Address
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.
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
Bounce House
N/A
Other
None
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:
Ryan McLaughlin
same as above
Kelli's Kegs N' Eggs
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46033
Country
Hamilton
Street Address
Address Line 2
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.
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
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.
Kelli's Keg's N' Eggs
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Ryan McLaughlin
Printed Name and Title (If applicable)
Phone Number (Required)
Address of Organization/Applicant
2/19/2025
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:__________________________________________________________________
Kelli’s Kegs & Eggs 5K Rou�ng, Created by Missy Paton on 2-24-23 @ 12:40pm, Original Document 1
Start at Bier Brewery 13720 N Meridian St. Carmel, IN 46032
Take Rohrer Rd to turn le� on the crossing to the Monon Trail
Stay on the MOnon Trail to 156th Street.
Turn around on the Monon Trail and head back the same way.
Turn Right on the Monon Trail crossing over to Rohrer Rd sidewalk.
Walk to Bier Brewery
Kelli’s Kegs & Eggs 5K Rou�ng, Created by Missy Paton on 2-24-23 @ 12:40pm, Original Document 1
Bier Brewery 13720 N Meridian St. Carmel, IN 46032
Part 1 Start at Bier Brewery and stay on sidewalk to cross the street onto Monon
Crossing.
Kelli’s Kegs & Eggs 5K Rou�ng, Created by Missy Paton on 2-24-23 @ 12:40pm, Original Document 1
Part 2
Cross over to Monon Trail Access
Part 3
Stay on the Monon Trail to 156th Street, turn around on the Monon Trail and
head back. Same course, in return.
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 Main Street and Range Line
02/20/2025
Yes, 03/04/2025
Yes, 03/04/2025
Monon and Main Approved, requested list of approved vendors
Yes, 03/10/2025
Yes, 03/10/2025 yes, 03/10/2025yes, 03/11/2025
Neighborhood
Name/Streets to be
closed
Upload Map
Type of Closure:
Further Info for type
of closure
Requests:
2. STREET(S) REQUESTED:
Friday September 26 4:00 pm to Sunday September 28 9:00 pm
Main Street - East of 3rd Ave SW to just west of 1st Ave NE
Range Line - south of 2nd St NE to just north of 4th St NE
Free Community Band until 7:30 pm
Include addresses as appropriate
An easy to read, color map of the area is required with submission.
CIAF 2025 Prelim Map 2a.pdf 442.56KB
Rolling closure
Total closure
Lane restrictions - explain below
Other - explain below
N/A
Explain lane restrictions needed and other needed below:
Barricades up at 4:00 pm on Friday Sept 26th - Complete closure
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 *
No Parking Signs*
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
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
20
Please note the number of Crowd-Control Gates needed
20
Please note the number of Standard Cones needed
350
Please note the number of NO PARKING SIGNS needed
350
5. EVENT DETAILS
Friday September 26 - 4:00 pm through Sunday, September 28 - 9:00 pm
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?
Fees (cont'd)
Provide a brief description of event
150 juried artists from United States with vendors and stages of entertainment. Non-
profits and International organizations
Artist Booths
Vendors
Wine Garden
Sister City and other International Organizations
3 stages of Entertainment
Attach additional pages if needed-SEE BELOW
ADDITIONAL PAGES OF DESCRIPTION OF THE EVENT
9/26/2025 9/28/2025
4:00:00 PM 9:00:00 PM
10:00:00 AM 9:00:00 PM
NA
25,000
Will a Fee be charged for this event? If yes, please describe below.
Yes
No
Purpose of fee
Artists pay for booths
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.
10 x 10
Size of Tent (s) (Tents 20 x 20 or larger require inspection by Carmel Fire Department, 317-571-2600)
Vendors
Vendors Present*
Contact Person*
Email*
Phone Number:*
Cell Number:
Name/Organization:
Address
Organization
Type:*
Residency
Bounce House
N/A
Other
Party Time
Name of Merchants(s) doing the setup
3175362022
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?
20
6. CONTACT INFORMATION:
Meg Gates Osborne
Meg@MegPromo.com
3175907522
317-590-7522
Carmel International Arts Festival
City
Carmel
State / Province / Region
IN
Postal / Zip Code
46062
Country
United States
Street Address
PO Box 778
Address Line 2
Non-Profit Organization
Is the Organization based within the City of Carmel city limits?
Yes
No
SECURITY DEPOSIT AND FEE:
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.
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 International Arts Festival
Name of Organization/Applicant
Signature of Authorized Agent/Applicant
Meg Gates Osborne
Printed Name and Title (If applicable)
317-590-7522
Phone Number (Required)
PO Box 778
Carmel, IN 46062
Address of Organization/Applicant
2/20/2025
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:__________________________________________________________________
March 10, 2025
Board of Public Works and Safety
One Civic Square
Carmel, Indiana 46032
RE: WAIVER OF BPW RESOLUTION NO. 04-28-17-01 – AES – 96TH STREET STATIC WIRE REPLACEMENT
Dear Board Members:
AES is requesting a waiver from the City’s Buried Utility District requirements (BPW Resolution No. 04-28-17-01) to
replace existing aerial wire and 7 existing poles along 96th Street between the Monon Trail and River Rd (exhibit
attached). These pole and wire replacements are needed to maintain the existing transmission network.
The Department of Engineering, in review of the proposed requested waiver, has determined that the waiver is
valid and recommends approval of the waiver conditioned upon the following:
x The project’s contractor shall comply with the provisions of Carmel City Code 6-227(a)(1), 6-227(a)(8) and
6-227(b).
x Any damage to the existing improvements within the right of way of and City of Carmel roadway shall be
restored to the satisfaction of the City when work is completed.
x Access to all adjoining properties shall be maintained at all times.
x The petitioner shall be responsible for coordinating relocation of all utility lines attached to the poles and
complete removal of any retired or replaced poles.
x The petitioner acknowledges that this waiver is for the items described above only.
x The petitioner acknowledges that the waiver approved on this date does not guarantee approval of any
future waiver requests for this or any other project.
Sincerely,
Bradley Pease, P.E.
City Engineer
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March 10, 2025
Board of Public Works and Safety
One Civic Square
Carmel, Indiana 46032
RE: WAIVER OF BPW RESOLUTION NO. 04-28-17-01 – DUKE ENERGY – 310 1st STREET NE
Dear Board Members:
Duke Energy is requesting a waiver from the City’s Buried Utility District requirements (BPW Resolution No. 04-28-
17-01) to replace an existing pole near 310 1st Street NE (exhibit attached). The pole replacement is typical
maintenance of the existing above ground electric service distribution network.
The Department of Engineering, in review of the proposed requested waiver, has determined that the waiver is
valid and recommends approval of the waiver conditioned upon the following:
•The project’s contractor shall comply with the provisions of Carmel City Code 6-227(a)(1), 6-227(a)(8) and
6-227(b).
•Any damage to the existing improvements within the right of way of and City of Carmel roadway shall be
restored to the satisfaction of the City when work is completed.
•Access to all adjoining properties shall be maintained at all times.
•The petitioner shall be responsible for coordinating relocation of all utility lines attached to the poles and
complete removal of any retired or replaced poles.
•The petitioner acknowledges that this waiver is for the items described above only.
•The petitioner acknowledges that the waiver approved this date does not guarantee approval of any
future waiver requests for this or any other project.
Sincerely,
Bradley Pease, P.E.
City Engineer
March 10, 2025
Board of Public Works and Safety
One Civic Square
Carmel, Indiana 46032
RE: WAIVER OF BPW RESOLUTION NO. 04-28-17-01 – DUKE ENERGY – 1640 W MAIN STREET
Dear Board Members:
Duke Energy is requesting a waiver from the City’s Buried Utility District requirements (BPW Resolution No. 04-28-
17-01) to install a new mid-span pole near 1640 W Main Street (exhibit attached). The new pole is required to
increase reliability of the existing above ground electric service network.
The Department of Engineering, in review of the proposed requested waiver, has determined that the waiver is
valid and recommends approval of the waiver conditioned upon the following:
x The project’s contractor shall comply with the provisions of Carmel City Code 6-227(a)(1), 6-227(a)(8) and
6-227(b).
x Any damage to the existing improvements within the right of way of and City of Carmel roadway shall be
restored to the satisfaction of the City when work is completed.
x Access to all adjoining properties shall be maintained at all times.
x The petitioner shall be responsible for coordinating relocation of all utility lines attached to the poles and
complete removal of any retired or replaced poles.
x The petitioner acknowledges that this waiver is for the items described above only.
x The petitioner acknowledges that the waiver approved this date does not guarantee approval of any
future waiver requests for this or any other project.
Sincerely,
Bradley Pease, P.E.
City Engineer
March 10, 2025
Board of Public Works and Safety
One Civic Square
Carmel, Indiana 46032
RE: WAIVER OF BPW RESOLUTION NO. 04-28-17-01 – DUKE ENERGY – COMMUNITY DRIVE & 146TH STREET
Dear Board Members:
Duke Energy is requesting a waiver from the City’s Buried Utility District requirements (BPW Resolution No. 04-28-
17-01) to install 2 poles on the east side of Community Drive south of 146th Street (exhibit attached). The new
aerial electric span is needed to provide temporary service to the construction trailer for the Leo Cottages project
currently under construction.
The Department of Engineering, in review of the proposed requested waiver, has determined that the waiver is
valid and recommends approval of the waiver conditioned upon the following:
x The project’s contractor shall comply with the provisions of Carmel City Code 6-227(a)(1), 6-227(a)(8) and
6-227(b).
x Any damage to the existing improvements within the right of way of and City of Carmel roadway shall be
restored to the satisfaction of the City when work is completed.
x Access to all adjoining properties shall be maintained at all times.
x The petitioner shall be responsible for coordinating relocation of all utility lines attached to the poles and
complete removal of any retired or replaced poles.
x The southern most new pole and connected aerial utility lines must be completely removed once the Leo
Cottages construction trailer is removed.
x The petitioner acknowledges that this waiver is for the items described above only.
x The petitioner acknowledges that the waiver approved this date does not guarantee approval of any
future waiver requests for this or any other project.
Sincerely,
Bradley Pease, P.E.
City Engineer