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Home My WebLink AboutBPW Meeting Minutes 03-05-24Board 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 Docusign Envelope ID: 840E26CA-4F08-4987-BAE3-822880F29903 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 Docusign Envelope ID: 840E26CA-4F08-4987-BAE3-822880F29903 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 Docusign Envelope ID: 840E26CA-4F08-4987-BAE3-822880F29903 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 Docusign Envelope ID: 840E26CA-4F08-4987-BAE3-822880F29903