HomeMy WebLinkAboutBPW Meeting Minutes 04-02-25Board of Public Works and Safety Meeting 1
Minutes 2
Wednesday, April 2, 2025 – 10:00 a.m. 3
Council Chambers City Hall, One Civic Square 4
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MEETING CALLED TO ORDER 8
Chairwoman Campbell called the meeting to order at 10:01 AM 9
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FIRST ORDER OF BUSINESS 11
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Chairwoman Campbell would like to make a motion to change the order of the agenda. Board Member 13
Barlow makes a motion to move 4f to Add-Ons. Board Member Potasnik seconded. Motion approved 14
3-0. 15
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MEMBERS PRESENT 17
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Chairwoman Laura Campbell, Alan Potasnik, James Barlow, City Clerk Jacob Quinn, and Jessica 19
Dieckman were present. 20
MINUTES 21
Minutes from the March 19, 2025, Regular Meeting. Board Member Potasnik moved to approve. 22
Board Member Barlow seconded. Minutes approved 3-0. 23
BID OPENINGS, RECOMMENDATIONS, AND AWARDS 24
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Bid Opening for 22-ENG-15 Clay Center Road Path Construction and Culvert Replacement Project; 26
Board Member Potasnik unsealed the bids, and Board Member Potasnik read them aloud: 27
Contractor Bid 28
His Constructors, Inc $1,638,855.00 29
Conexco Inc $1,693,927.00 30
All Star Paving Inc $1,748,452.50 31
Calumet Civil Contractors Inc. $1,940,000.00 32
Yarberry Companies, Inc. $1,942,534.00 33
Morphey Construction, Inc. $2,174,000.00 34
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Docusign Envelope ID: F8269C36-A963-47A6-BC0B-BD47BD82C79F
Bid Opening for 121st Street Water Main Extension; Board Member Potasnik unsealed the bids, 40
and Board Member Potasnik read them aloud: 41
Contractor Bid 42
Yarberry Companies, Inc. $182,070.00 43
TPI Utility Construction, LLC $217,691.00 44
Lykins Contracting, LLC $224,513.00 45
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Bid Award for 22-ENG-11 141ST Street Path from West Road to Spring Mill Road; Brad Pease, 47
Director of Engineering, recommended awarding the bid to Morphy Construction, Inc., for 48
$1,875,000.00 as they were the lowest quote and most responsive. Board Member Barlow moved to 49
approve. Board Member Potasnik seconded. Bid approved 3-0. 50
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TABLED ITEMS 52
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Request for Revocation of Consent to Encroach; 41 North Rangeline; Lot One Partners, LLC TABLED 54
11-06-24 REMAINS TABLED 55
CONTRACTS 56
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Request for Agreement between City of Carmel and Vendor; MTS Collective Inc. dba Iron & Ember; 58
Food and Beverage Service Agreement with Brookshire Golf Course; Bob Higgins, Brookshire 59
General Manager briefly speaks; we have had this same catering company for 5 years now. This is just 60
an updated contract. This contract is higher than before and has new provisions in the contract. Board 61
Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 3-0. 62
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Request for Agreement between City of Carmel and Business Associate; St. Vincent Carmel Hospital 64
Inc., dba Ascension St. Vincent Carmel; HIPAA Agreement; Board Member Potasnik moved to 65
approve. Board Member Barlow seconded. Request approved 3-0. 66
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Resolution BPW 04-02-25-04; Request for Acknowledgement of Contract between City and Vendor; 68
Indiana Task Force One; Donation/Transfer of Medical Equipment; Chief EMS Andrew Young, 69
Carmel Fire Department, briefly speaks that this is so we can donate older EMS equipment that we no 70
longer use. The task force asked if they could have these items, so we are happy to donate them. Board 71
Member Barlow moved to approve. Board Member Potasnik seconded. Resolution approved 3-0. 72
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Request for Purchase of Goods and Services; Applied Concepts, Inc.; ($57,087.50); Radar Systems; 74
Chief Drake Sterling, Carmel Police Department, briefly speaks; 25 new radar units for our 2025 75
vehicle purchases. Board Member Barlow moved to approve. Board Member Potasnik seconded. 76
Request Approved 3-0. 77
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Request for Purchase of Goods and Services; Dan Young Tipton, LLC; ($107,483.92); 2025 Chevy 79
Tahoes; Chief Drake Sterling, Carmel Police Department briefly speaks; this is for the purchase of two 80
Chevy Tahoes for our K9 Units. Board Member Potasnik moved to approve. Board Member Barlow 81
seconded. Request approved 3-0. 82
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Docusign Envelope ID: F8269C36-A963-47A6-BC0B-BD47BD82C79F
Request for Purchase of Goods and Services; Eby Ford Sales, Inc.; ($1,268,161.60); 2025 Ford 84
Explorers; item moved to Add-Ons.. 85
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Resolution BPW 04-02-25-01; Request for Acknowledgment of Contract between City and Vendor; 87
American Structurepoint, Inc.; ($148,100.00); LPA Consulting Contract; Brad Pease Director of 88
Engineering briefly speaks; this is for the design of raised crosswalks for Rangeline Road. We did get 89
supplemental funding and will get reimbursed for them. Board Member Barlow moved to approve. 90
Board Member Potasnik seconded. Resolution approved 3-0. 91
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Resolution BPW 04-02-25-02; Request for Acknowledgment of Contract between City and Vendor; 93
A&F Engineering Company; ($152,090.00); LPA Consulting Contract; Brad Pease, Director of 94
Engineering briefly speaks; this one is for Main and Hazeldell and is similar to contract 4g. Board 95
Member Potasnik moved to approve. Board Member Barlow seconded. Resolution approved 3-0. 96
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Request for Purchase of Goods and Services; CSU, Inc.; ($109,218.92); 24-ICS-01A Inlow Park to 98
River Road and Cherry Creek Blvd Conduit Installation; Board Member Potasnik moved to approve. 99
Board Member Barlow seconded. Request approved 3-0. 100
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Request for Purchase of Goods and Services; Morphey Construction, Inc.; ($1,875,000.00); 22-ENG-102
11 141st Street Path; Board Member Potasnik moved to approve. Board Member Barlow seconded. 103
Request approved 3-0. 104
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Request for Purchase of Goods and Services; Pyrotecnico Fireworks, Inc.; ($79,500.00); Fireworks 106
Display; Additional Services Amendment; Board Member Barlow moved to approve. Board Member 107
Potasnik seconded. Request approved 3-0. 108
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REQUEST TO USE CITY STREETS/PROPERTY 110
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Request to Use Carmel Elementary School Parking Lot; Bike Carmel Family Fun Rides; May 10, June 112
7, July 12, August 9, 2025; 7:00 AM to 12:00 PM; Board Member Potasnik moved to approve. Board 113
Member Barlow seconded. Request approved 3-0. 114
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Request to Use Civic Square Gazebo and Lawn; Special Request to Use Electricity; Spring Woodwind 116
Recital; May 16, 2025; 4:00 PM to 8:00 PM; Board Member Barlow moved to approve. Board 117
Member Potasnik seconded. Request approved 3-0. 118
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Request to Use Midtown Plaza; Special Request to Use Electricity; Pop Up Fitness Classes; May 17, 120
June 21, July 19, August 16, September 27, 2025; 7:00 AM to 11:00 AM; Board Member Potasnik 121
moved to approve. Board Member Barlow seconded. Request approved 3-0. 122
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Request to Use/Close City Streets; High School Graduation Party; May 18, 2025; 11:00 AM to 3:45 124
PM; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request approved 125
3-0. 126
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Docusign Envelope ID: F8269C36-A963-47A6-BC0B-BD47BD82C79F
Request to Use Midtown Plaza; Bike Carmel Slow Roll Dinner Cruise; June 10, June 24, July 15, July 128
29, August 12, August 26, 2025; 5:00 PM to 7:00 PM; Board Member Barlow moved to approve. 129
Board Member Potasnik seconded. Request approved 3-0. 130
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Request to Use/Close City Streets; Special Request for an EMT; Summer Music Festival; June 21, 132
2025; 11:00 AM to 11:00 PM; Chairwoman Campbell briefly speaks; she has some concerns with the 133
request. It was noted on the request from Engineering that the festival needs to assume liability, taking 134
public traffic through private property as a reroute. The application also has a signature from a 135
representative from Clay Terrace, but the property owner is Clay Terrace, LLC. This does not match 136
up. I want to table this item until documentation can be presented that the signer is a representative of 137
the true owner of the property. Board Member Barlow moved to table this item. Board Member 138
Potasnik seconded the motion. TABLED 04-02-25 139
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Request to Use Monon & Main Plaza and Use/Close City Streets; Artmobilia; September 6, 2025; 6:00 141
AM to 6:00 AM; Bradley Pease, Director of Engineering, briefly speaks that we do not recommend the 142
street closure of Monon Blvd Northbound. Board Member Barlow moves to approve the request with a 143
modification that Monon Blvd Northbound can not be closed. Board Member Potasnik seconded. 144
Request approved with modifications 3-0. 145
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Request to Use Midtown Plaza and Use/Close City Streets; Annual Bike Carmel Roundabout Ride; 147
September 13, 2025; 6:00 AM to 2:00 PM; Board Member Potasnik moved to approve. Board Member 148
Barlow seconded. Request approved 3-0. 149
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Request to Use Midtown Plaza and Use/Close City Streets; Special Request to Use Electricity; 151
Hispanic Heritage; October 11, 2025; 8:00 AM to 8:00 PM; Board Member Potasnik moved to 152
approve. Board Member Barlow seconded. Request approved 3-0. 153
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Request to Use Carter Green and Use/Close City Streets; 14th Annual Bolt for the Heart Thanksgiving 155
Family 5k Run; November 27, 2025; 5:00 AM to 11:00 AM; Brad Pease, Director of Engineering 156
briefly speaks; Engineering would like to request that requestor needs to check back four weeks before 157
the event with their department on closures. Board Member Barlow moved to approve the request on 158
the condition that the requestor check in with the Engineering department four weeks before the event. 159
Board Potasnik seconded. Request approved with conditions 3-0 160
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OTHER 162
Request for Waterline Easement Agreement; 9873 & 9893 N. Michigan Road; Board Member Potasnik 163
moved to approve. Board Member Barlow seconded. Request approved 3-0. 164
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Request for Waterline Easement Agreement; 9965 N. Michigan Road; Board Member Potasnik moved 166
to approve. Board Member Barlow seconded. Request approved 3-0. 167
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Docusign Envelope ID: F8269C36-A963-47A6-BC0B-BD47BD82C79F
Resolution BPW 04-02-25-03; A Resolution of the Board of Public Works and Safety of the City of 169
Carmel, Indiana, Approving the Transfer and Presentation of Pistol and Badge to 1ST Class Master 170
Patrol Officer Scott A. Morrow; 20 years of Meritorious Service; Board Member Potasnik moved to 171
approve. Board Member Barlow seconded. Resolution approved 3-0. 172
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ADD-ONS 174
Board Member Potasnik moved to add an award and revocation. Board Member Barlow seconded. 175
Add-On Bid Award and revocation. Add-On Approved 3-0. 176
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Bid Revocation for the City of Carmel RFQ for Vehicles 2025; 178
Chief Drake Sterling, Carmel Police Department, requests to revoke the bid award for Group 2 with 179
Kelley Automotive Group in the amount of $168,484.00. They would not honor the specifications that 180
were included in their original bid. They submitted a new bid that was much higher than the other 181
bidders. Board Member Potasnik moved to revoke the bid award for Group 2 to Kelley Automotive. 182
Board Member Barlow seconded. Revocation approved 3-0 183
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Bid Award for the City of Carmel RFQ for Vehicles 2025; Chief Drake Sterling, Carmel Police 185
Department, recommended awarding the following group bid to Group 2 Eby Ford Sales, Inc., in the 186
amount of $169,365.60 as they were the second lowest quote and most responsive. Board Member 187
Potasnik moved to approve. Board Member Barlow seconded. Bid approved 3-0. 188
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4f. Request for Purchase of Goods and Services; Eby Ford Sales, Inc.; ($1,268,161.60); 2025 Ford 190
Explorers; Board Member Barlow moved to approve. Board Member Potasnik seconded. Request 191
approved 3-0. 192
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Board Member Barlow moved to add-on a item. Board Member Potasnik seconded. Add-On approved 194
3-0. 195
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Request for Secondary Replat: Plot 212 of Rangeline Subdivision; Mike Hollibaugh, Director of the 197
Department of Community Relations, briefly states that this is for the residential part of the 198
redevelopment project on Rangeline. Board Member Barlow moved to approve. Board Member 199
Potasnik seconded. Request approved 3-0. 200
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ADJOURNMENT 203
Chairwoman Campbell adjourned the meeting at 10:29 AM. 204
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Docusign Envelope ID: F8269C36-A963-47A6-BC0B-BD47BD82C79F
APPROVED: ____________________________________ 214
Jacob Quinn – City Clerk 215
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_____________________________________ 218
Chairwoman Laura Campbell 219
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ATTEST: 222
__________________________________ 223
Jacob Quinn – City Clerk 224
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Docusign Envelope ID: F8269C36-A963-47A6-BC0B-BD47BD82C79F