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WEDNESDAY, APRIL 7, 2010
AT 10 :00 A.M.
COUNCIL CHAMBERS
CARMEL CITY HALL
ONE CIVIC SQUARE
NOTICE IS HEREBY GIVEN THAT THE CITY OF CARMEL
BOARD OF PUBLIC WORKS WILL HOLD A MEETING ON
WEDNESDAY, APRIL 7, 2010, AT 10:00 A.M. IN THE COUNCIL
CHAMBERS, CITY HALL, AND ONE CIVIC SQUARE.
THE PURPOSE OF THE MEETING IS CITY BUSINESS.
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2414
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BOARD OF PUBLIC WORKS SAFETY MEETING
AGENDA
WEDNESDAY, APRIL 7, 2010 10:00 A.M.
COUNCIL CHAMBERS CITY HALL ONE CIVIC SQUARE
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the March 17, 2010 Regular Meeting
b. Minutes from the March 17, 2010 Executive Session
c. Minutes from the March 31, 2010 Special Meeting
2. BID OPENING /AWARDS
a. Bid Opening for the 2010 Ambulance; Chief Keith Smith, Carmel Fire Department
b. Bid Award for the Clearwell Project; Preload Corporation; ($2,891,000.00);
This was the lowest and most responsive bid; John Duffy, Director of the
Department of Utilities
3. CONTRACTS
a. Request for Purchases of Goods and Services; C.E. Solutions; ($3,900.00);
Structural Evaluation Fire Station No. 4; Chief Keith Smith, Carmel Fire
Department
b. Request for Purchases of Goods and Services; A &F Engineering; ($20,275.00);
Maintain Traffic Signal Records 2010; Michael McBride, City Engineer
c. Request for Purchases of Goods and Services; Westlaw; Annual Contract; Tom
Perkins, Assistant City Attorney
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414
d. Request for Purchases of Goods and Services; Engledow Group; ($3,990.00);
Irrigation Contract 2010; Dave Huffman, Street Commissioner
e. Request for Purchase of Goods and Services; MapSync- Indiana; ($10,531.00);
Trimble Yuma Tablet; Dave Huffman, Street Commissioner
f. Request for Purchase of Goods and Services; Green Cycle; ($2,980.00); Mulch;
Jeff Barnes, Facility Maintenance
g. Request for Purchase of Goods and Services; USI Consultants; ($3,600.00);
126 Street Road Rehabilitation Water Quality Structures; Michael McBride,
City Engineer
h. Request for Letter of Engagement; Keller Macaluso LLC; Legal Services; Doug
Haney, City Attorney
i. Request for Purchase of Goods and Services; Dave Hardman; ($500.00); Update
Art Design District Maps; Nancy Heck, Community Relations
j. Request for Purchase of Goods and Services; F &K Construction; ($452,497.30);
106 Culvert Replacement; John Duffy, Director of the Department of Utilities
k. Request for Purchase of Goods and Services; Lectro- Communications;
($6,084.00); Maintenance contract; Marvin Stewart, Director of Communication
Center
1. Request for Purchase of Goods and Services; Corbitt Sons; ($1,514,334.00);
106 Street Water Main Ditch to Michigan Road; John Duffy, Director of the
Department of Utilities This contract is not included in packet
m. Request for Purchase of Goods and Services; Additional Services Amendment
126 Street /Auman Drive; Sidewalk Project; Crossroad Engineers; (Increase
$7,910.00); Michael McBride, City Engineer
n. Request for Purchase of Goods and Services; Williams Creek Consulting, Inc.
($19,650.00); 116 Street Cool Creek Bank Stabilization; Michael McBride, City
Engineer
4. USE OF CITY FACILITIES /STREETS
a. Request to Use City Streets and Fountain Area; Fund Raiser; Friday, May 7,
2010; 10:00 am to 11:30 am; James Herron, Special Olympics
b. Request to City Streets; Neighborhood Social; Sunday, June 27, 2010; 8:00 am
to 9:00 pm; Village of West Clay Homeowners Assoc.
c. Request to Use Gazebo and Common Grounds; Walk; Saturday, April 24, 2010;
6:00 am to 6:00 pm; Muscular Dystrophy Association
d. Request to Us Gazebo and Common Grounds; Wedding; Saturday, September
18, 2010; 2:00 pm to 6:00 pm; Rehearsal; Friday, September 17, 2010; 5:30 pm
to 6:30 pm; Nicole Starr
e. Request to Use City Streets; Run; Saturday, May 15, 2010; 9:00 am to 10:00
am; Tuxedo Brothers
f. Request to Use City Streets; Run /Walk; Saturday, May 8, 2010; 630 am to 11:00
am; Creekside Middle School
g. Request to Use City Streets; Run /Walk; Saturday, June 19, 2010; 7:00 am to
1:00 pm; Colon Cancer Coalition
h. Request to Use Gazebo and Common Grounds; Concert; Saturday, April 17,
2010; 11:00 am to 11:00 pm; Daniel Smith, The Dickens Referendum Awareness
5. OTHER
a. Conflict of Interest Disclosure; Gregory Webb, Carmel Fire Department
b. Conflict of Interest Disclosure; Richard Viehe; Carmel Fire Department
c. Request for Unpaid Leave of Absence; Scott Brewer
d. Request for Emergency Withdraw Defer Comp; Samuel Moffitt; Barbara Lamb,
Human Resources— HR distributed to Board
e. Request for Emergency Withdraw Defer Comp; Kurt Kirby; Barbara Lamb,
Human Resources HR distributed to Board
f. Resolution Easement Agreement; Frank Stumpf Estate; John Duffy, Direction of
the Department of Utilities
g. Resolution Easement Agreement; Larry and Donna Johnson; John Duffy,
Direction of the Department of Utilities
h. Request for Temporary Alley Closure; Carmel Cleaners —120 East Main
Street, Monitoring Wells; Ted and Betsy Kleinmaier
i. Request for Commercial /Residential Curb Cut; 1024 East Auman Drive; Access
to Garage; Dan McQuinn
6. ADJOURNMENT
BOARD OF PUBLIC WORKS SAFETY MEETING
MINUTES
WEDNESDAY, APRIL 7, 2010 —1 0:00 A.M.
COUNCIL CHAMBERS CITY HALL ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Board Member Burke called the meeting to order at 10:00 a.m.
MEMBERS PRESENT
Board Members; Mary Ann Burke and Lori Watson, Clerk Treasurer; Diana Cordray, Deputy
Clerk; Sandy Johnson
BID OPENINGS /AWARDS
Bid Opening 2010 Ambulance; Board Member- Burke opened and read the bids aloud.
Company Amount Alternate
Donley Safety $185,964.00 178,476.00
The bids were given to Chief Keith Smith, Carmel Fire Department for review and
recommendation.
Bid Award for the 4MG Clearwell Water Treatment Plant No. 1; Preload; (82,891,000.00); this
was the lowest and most responsive bid; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
CONTRACTS
Request for Purchases of Goods and Services; C.E. Solutions; (83,900.00); Structural Evaluation
Fire Station No. 4; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Request for Purchases of Goods and Services; A&F Engineering; ($20,275.00); Maintain Traffic
Signal Records 2010; Board Member- Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Request for Purchases of Goods and Services; Westlaw; Annual Contract; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2 -0.
A
Request for Purchases of Goods and Services; Engledow Group; ($3,990.00); Irrigation Contract
2010; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request for Purchase of Goods and Services; MapSvnc- Indiana; ($10,531.00); Trimble Yuma
Tablet; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request for Purchase of Goods and Services; Green Cycle; ($2,980.00); Mulch; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; USI Consultants; ($3, 600.00); 126 Street Road
Rehabilitation Water Quality Structures; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Letter of Engagement; Keller Macaluso LLC; Legal Services; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Dave Hardman; ($500.00); Update Art Design
District Maps; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request for Purchase of Goods and Services; F &K Construction; ($452,497.30); 106 Culvert
Replacement; Board Member Watson question missing documents. Assistant City Attorney Tom
Perkins addressed the Board. Board Member Burke moved to table. Board Member Watson
seconded. Request tabled 2 -0.
Request for Purchase of Goods and Services; Lectro- Communications; ($6, 084.00); Maintenance
contract; Board Member Watson asked for a document that was missing from the contract.
Assistant City Attorney Tom Perkins addressed the Board and said he would make sure this
document was received. Board Member Burke moved to approve. Board Member- Watson
seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Corbitt Sons; ($1,514,334.00); 106 Street Water
Main Ditch to Michigan Road; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Additional Services Amendment 126 Street /Auman
Drive; Sidewalk Project; Crossroad Engineers; (Increase $7,910.00); Board Member Watson asked
for a document that was missing from the contract. Assistant City Attorney Tom Perkins addressed
the Board. There was brief discussion. Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Williams Creek Consulting, Inc. ($19,650.00); 116
Street Cool Creek Bank Stabilization; Board Member Watson asked for a document that was
missing from the contract. Assistant City Attorney Tom Perkins addressed the Board. There was
brief discussion. Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
USE OF CITY FACILITIES
Request to Use City Streets and Fountain Area; Fund Raiser; Friday, May 7, 2010; 10:00 am to
11:30 am; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request to City Streets; Neighborhood Social; Sunday, June 27, 2010; 8:00 am to 9:00 pm; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use Gazebo and Common Grounds; Walk; Saturday, April 24, 2010; 6:00 am to 6.•00
pm; Board Member Burke moved to approve. Board Member Watson seconded. Request approved
2 -0.
Request to Us Gazebo and Common Grounds; Wedding; Saturday, September 18, 2010; 2:00 pm to
6:00 pm; Rehearsal; Fridav, September 17, 2010; 5:30 pm to 6:30 pm; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use City Streets; Run; Saturday, May 15, 2010; 9:00 am to 10:00 am; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use City Streets; Run /Walk; Saturday, May 8, 2010; 630 am to 11:00 am; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use City Streets; Run /Walk; Saturday, June 19, 2010; 7:00 am to 1:00 pm; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use Gazebo and Common Grounds; Concert; Saturday, April 17, 2010; 11:00 am to
11:00 pm; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0. After the meeting it was discovered that this meeting was scheduled for April 18, not
April 17, 2010. Change was made at signing.
OTHER
Conflict of Interest Disclosure; Gregory Webb, Carmel Fire Department
Conflict of Interest Disclosure; Richard Viehe; Carmel Fire Department
Request for Unpaid Leave of Absence; Scott Brewer; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
Request for Emergency Withdraw Defer Comp; Samuel Mott; Board Member Burke moved to
8 approve. Board Member Watson seconded. Request approved 2 -0.
Request for Emergency Withdraw Defer Comp; Kurt Kirby; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Resolution Easement Agreement; Frank Stumpf Estate; Board Member Watson questioned the
drawings. No one was present to answer the question. There was brief discussion. Board Member
Burke moved to table. Board Member Watson seconded. Item tabled.
Resolution Easement Agreement; Larry and Donna Johnson; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Temporary Alley Closure; Carmel Cleaners —120 East Main Street, Monitoring Wells;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Commercial /Residential Curb Cut; 1024 East Auman Drive; Access to Garage; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
ADJOURNMENT
Board Member Burke adjourned the meeting at 10:20 a.m.
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rI iana L. Cordray, IA C
Clerk Treasurer
Approved
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M yor James Brainard
ATTEST:
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Diana L. Cordray, AMC
Clerk Treasure