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Home My WebLink AboutBPW Meeting Minutes 04-16-25Board of Public Works and Safety Meeting Minutes Wednesday, April 16, 2025 – 10:00 a.m. Council Chambers City Hall, One Civic Square MEETING CALLED TO ORDER Chairwoman Campbell called the meeting to order at 10:02 AM MEMBERS PRESENT Chairwoman Laura Campbell, Alan Potasnik, and Deputy Clerk Jessica Dieckman were present. MINUTES Minutes from the April 2, 2025, Regular Meeting. Board Member Potasnik moved to approve. Board Member Campbell seconded. Minutes approved 2-0. BID OPENINGS, RECOMMENDATIONS, AND AWARDS Bid Proposals for Brookshire Golf Course Business Plan RFP; Board Member Potasnik unsealed the proposals, and Board Member Potasnik read them aloud: Proposals GGA Partners USA LLC Golf Convergence, Inc. dba JJ Keegan+ National Golf Foundation Consulting, Inc Bid Opening for Michigan Road Water Main Extensions and Connections; Board Member Potasnik unsealed the bids, and Board Member Potasnik read them aloud: Contractor Bid TPI Utility Construction, LLC $2,044,880.00 Lykins Contracting, LLC $2,289,875.00 Bid Award for 22-ENG-15 Clay Center Road Path Construction and Culvert Replacement Project; Brad Pease, Director of Engineering, recommended awarding the bid to HIS Constructors, Inc., for $1,638,855.00 as they were the lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Bid approved 2-0. Bid Proposals Award for CityWorks Support Services; Kevin Cusimano, Director of Information and Communications Services, recommended awarding the proposal to NV5 Geospatial Inc as they were the lowest proposal and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Bid Proposal approved 2-0. Board Member Potasnik moved to add an award. Board Member Campbell seconded. Add-On Bid Award Approved 2-0. Bid Award for 121st Street Water Main Extension; Mike Hendricks, Assistant Utilities, recommended awarding the bid to Yarberry Companies, Inc., for $182,070.00 as they were the lowest quote and most responsive. Board Member Potasnik moved to approve. Board Member Campbell seconded. Bid approved 2-0. TABLED ITEMS Request for Revocation of Consent to Encroach; 41 North Rangeline; Lot One Partners, LLC TABLED 11-06-24 REMAINS TABLED Request to Use/Close City Streets; Special Request for an EMT; Summer Music Festival; June 21, 2025; 11:00 AM to 11:00 PM; Christien Foulke, Clay Terrace TABLED 04-02-25 Jennifer Hillman with Clay Terrace, briefly speaks that Clay Terrace LLC and Clay Terrace are the same company and that we just sometimes shorten the name. Board Member Potasnik moved to take the request from the table. Board Member Campbell seconded. Approved 2-0. Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0 CONTRACTS Resolution BPW 04-16-25-06; Authorizing The Transfer of Property; Hamilton County; Kohler Generator; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0 Request for Purchase of Goods and Services; Axon, Inc.; ($60,118.83); Axon Equipment; Additional Services Amendment; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Purchase of Goods and Services; Safety Systems; ($293,452.73); Vehicle Equipment for 32 Vehicles; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Purchase of Goods and Services; All Star Paving, Inc.; (-$36,496.97); 22-ENG-13 Miscellaneous Path Connections; Change Order #2; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Professional Services; CrossRoad Engineers, PC; ($222,000.00); 22-ENG-11-141st Street Path Inspection; Additional Services Amendment #4; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Purchase of Goods and Services; HIS Constructors, Inc.; ($1,638,855.00); 22-ENG-15 Clay Center Road Path; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Professional Services; Lochmueller Group, Inc.; ($873,800.00); 24-ENG-01-136TH & Ironwood Drive Roundabout; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Professional Services; Lochmueller Group, Inc.; ($696,675.00); 24-ENG-05-116TH Street and River Road Roundabout; Additional Services Amendment #1; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Agreement between City of Carmel and Contractor; Thieneman Construction, Inc.; Escrow Agreement; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Purchase of Goods and Services; TPI Utility Construction, LLC; ($6,000.00); Six Points Road Water Main Extension; Change Order #2; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Purchase of Goods and Services; Thieneman Construction; ($31,124.00); 106th Street Pump Station Expansion; Change Order #1; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. REQUEST TO USE CITY STREETS/PROPERTY Request to Use Midtown Plaza; Coffee on the Monon; May 2, June 27, July 25, August 22, September 26, 2025; 6:20 AM to 9:05 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use City Streets; Special Request to Use Electricity; Home Place Block Party; May 3, 2025; 9:00 AM to 8:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use/Close City Streets; Supercar Showcase; May 3, 2025; 3:30 PM to 9:30 PM; John Leonard, Artmobilia TABLED Chairwoman Laura Campbell briefly expresses her concerns that the request was received under the 60-day requirement. Jon Leonard briefly speaks about how he is just showing what is unique, and having Artmobilia brings that dynamic. We spoke with Police and Fire back in November, and they suggested the best location for this event would be the West Carmel Drive bridge. Chief Joel Thacker, Carmel Fire Department, briefly speaks that throughout this year, have talked to the departments regarding the events. We have concerns with closing the road. We suggest working with Jon Leonard to find another location to close the roads. Chief Drake Sterling, Carmel Police Department briefly speaks, I agree with Chief Thacker and we suggest a better location for this event. Joel Heavner, Carmel Fire Department, briefly speaks, and we suggest another location for this event. Sergey Grechukin, Corporation Counsel, suggests that this item be tabled so the departments can work with the requestor to find a different location for this event request. Board Member Potasnik moved this request be tabled. Board Member Campbell seconded. Tabling approved 2-0. Request to Use Civic Square Gazebo and Lawn; Special Request to Use Fountain Restrooms; Honoring Fallen Police Officers; May 7, 2025; 12:00 PM to 8:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Civic Square Gazebo and Lawn; Yoga with the Mayor; May 9, 2025; 6:45 AM to 9:15 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Monon Trail; Bike to Work Day; May 16, 2025; 6:15 AM to 9:15 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Midtown Plaza; Special Request to Use Electricity; Red Ball Tennis; May 17, 2025; 12:00 PM to 6:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Reserve 4 Parking Spaces; Cancer Screening Truck; May 21, 2025; 7:00 AM to 4:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2- 0. Request to Use Civic Square Gazebo and Lawn; Public Meditation for Peace; May 27, 2025, through November 30, 2025 (Tuesdays); 7:30 PM to 8:45 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Monon Trail; Walk on the Monon with the Mayor; May 29, 2025; 2:00 PM to 4:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Civic Square Gazebo and Lawn; Special Request to Use Fountain Restrooms; Wedding Ceremony; June 01, 2025; 10:00 AM to 3:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Civic Square Gazebo and Lawn; Graduation Party; June 14, 2025; 10:00 AM to 6:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use/Close City Streets; Neighborhood Party; June 14, 2025; 4:00 PM to 9:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use Palladium East Patio; Amending Event (Originally Approved by the Board on 02-05- 25); Special Request to Use Electricity; Wedding Ceremony; August 16, 2025; 2:00 PM to 8:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2- 0. Request to Use Monon and Main Plaza; Special Request to Use Electricity; Brain Aneurysm Awareness; September 13, 2025; 9:00 AM to 12:00 PM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request to Use/Close City Streets; Late Night on Main; October 11, 2025; 2:00 PM to 2:00 AM; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2- 0. OTHER Request for First Amendment Agreement; EAN Services, LLC; Addendum to Corporate Partner Program Rate Agreement; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request for Stormwater Technical Standards Waiver; City Center Drive & Kinzer Ave; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Request for Replat; Enclave of Carmel Lot 33; Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. Resolution BPW 04-16-25-01; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Appointing Special Police Officer; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. Resolution BPW 04-16-25-02; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Appointing Special Police Officer; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. Resolution BPW 04-16-25-03; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Appointing Special Police Officer; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. Resolution BPW 04-16-25-04; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Appointing Special Police Officer; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. Resolution BPW 04-16-25-05; A Resolution of the Board of Public Works and Safety of the City of Carmel, Indiana, Appointing Special Police Officer; Board Member Potasnik moved to approve. Board Member Campbell seconded. Resolution approved 2-0. ADD-ONS Board Member Potasnik moved to add an award and revocation. Board Member Campbell seconded. Add-On Bid Award.. Add-On Approved 2-0. Request to Use Midtown Plaza; Indiana 500 Celebrating Month of May; May 25, 2025; 4:00 PM to 7:30 PM; Mackenzie Newman; Sergey Grechukhin briefly speaks, due to the timing of the announced acquisition and sponsorship, as well as the proximity of the Indy 500 season, the item was not submitted on time and is needed to be acted on this today. The event is an Indy car sponsorship announcement by Heartland, Inc, a now-majority holder of Ed Carpenter Racing Indy Car team (Indy car #20 Alexander Rossi is a sponsored driver). The event will take place at Midtown Plaza between 4 pm and 7 pm on Friday, April 25. As you will see on page one, all City -agencies reviewed and approved the event. Board Member Potasnik moved to approve. Board Member Campbell seconded. Request approved 2-0. ADJOURNMENT Chairwoman Campbell adjourned the meeting at 10:35 AM. APPROVED: ____________________________________ Jacob Quinn – City Clerk _____________________________________ Chairwoman Laura Campbell ATTEST: __________________________________ Jacob Quinn – City Clerk Laura Campbell (May 7, 2025 13:53 EDT)