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WEDNESDAY, OCTOBER 6, 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, OCTOBER 6, 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, OCTOBER 6, 2010 10 :00 A.M.
COUNCIL CHAMBERS CITY HALL ONE CIVIC SQUARE
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the August 4, 2010 Regular Meeting Tabled on 8/18/2010
b. Minutes from the September 1, 2010 Regular Meeting Tabled
c. Minutes from September 2, 2010 Executive Session Tabled
2. BID OPENING /AWARDS
a. Bid Opening for the Additional Concrete Program; Dave Huffman, Street
Commissioner
b. Bid Award for the 106 Street and Haverstick Road Drainage Improvements;
Central Engineering Construction ($801,777.00); this was lowest and most
responsive bid; Michael McBride, City Engineer
3. PERFORMANCE RELEASES
a. Resolution No. BPW- 10- 06- 10 -01; VFW Post 10003 Old Meridian Plaza; Right
Of Way Improvements, Water Mains, Sanitary Sewer, Monuments; Bob
Crowder, Keystone Construction
b. Resolution No. BPW- 10- 06- 10 -02; Cherry Creek Estates Section 4; Internal
Sidewalks; Timothy Walter, Platinum Properties
4. CONTRACTS
a. Request for Purchase of Goods and Services; Additional Service #1; Contract
#05.05.10.09; T.M.T.; ($10,000.00); Tree Skating; Mike Hollibaugh, Director of
the Department of Community Services
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414
b. Request for Purchase of Goods and Services; Additional Services #2; DLZ;
(S33,500.00); Traffic Study Update; 40 remaining intersections; Michael
McBride, City Engineer
c. Request for Purchase of Goods and Services; Change Order #6; Towne Road;
E &B Paving; (Increase $899.23); Michael McBride, City Engineer
d. Request for Purchase of Goods and Services; Change Order #1; Monon Farms
Left Turn Lane; E &B Paving; (Increase $6,344.90); Michael McBride, City
Engineer
e. Request for Purchase of Goods and Services; Change Order #1; 126 Street
Towne to Shelborne; F &K Construction; (Increase $10,785.65); Michael
McBride, City Engineer
f. Request for Purchase of Goods and Services; U.S. Department of Interior; Joint
Funding Agreement; Stream Flow Gauging Station; Michael McBride, City
Engineer
g. Request for Purchase of Goods and Services; Letter of Engagement; Baker and
Daniels; ($20,000.00); 911 Wireless Fees /2011 Indiana Legislature; Mayor James
Brainard
h. Request for Mutual Aid Agreement /Dual Response; Carmel /Fishers; Chief
Keith Smith, Carmel Fire Department
i. Request for Purchase of Goods and Services; Seagraves; ($1,104,120.00); Two
Custom Pumpers; Chief Keith Smith, Carmel Fire Department
j. Request for Purchase of Goods and Services; GHS; ($20,000.00); Monitor and
Maintain Outdoor /Indoor Lighting Systems; Jeff Barnes, Facilities Maintenance
k. Request for Purchase of Goods and Services; West End Lighting; ($10,000.00);
LED Light Bulbs; Jeff Barnes, Facilities Maintenance
1. Request for Purchase of Goods and Services; Experian; Chief Michael Fogarty,
Carmel Police Department
5. USE OF CITY FACILITIES /STREETS
a. TABLE 8/18/10: Request to Use City Streets, City Hall Common Areas; Carmel
Fest; Saturday, July 2, 2011 thru Monday, July 4, 2011; Carmelfest Committee
b. Request to Use Caucus Room 2/3; Meeting; Wednesday, November 10, 2010;
5:00 p.m. to 7:00 p.m.; Charles Leonard, Creekside Homeowners Association
c. Request to Use Council Chambers; Meeting; Monday, October 11, 2010; 6:30
p.m. to 8:30 p.m.; Wayne Lerner, Carmel Station Homeowners Association
d. Request to Use Council Chambers; Meeting; October 21, 2010; 6:00 p.m. to
9:00 p.m.; Robert Potokar, Traditions on the Monon Homeowners Association
e. Request to Use Caucus Room; Meeting; Wednesdays (See dates); 4:30 p.m. to
7:00 p.m.; Carmel Art Council
f. Request to Use Gazebo and Common Area; Picnic; Wednesday, October 13,
2010; 5:00 p.m. to 7:00 p.m.; Ginger Jenkins, Customize Energy Solutions
g. Request to Use Caucus Room 2/3; Meeting; October 26, 2010; 7:30 pm.m to
8:30 p.m.; Bud Creech, Westpark at Springmill Homeowners Association
h. Request to Use Caucus Room; Meeting; Wednesday, December 8, 2010; 6:00
p.m. to 9:00 p.m.; Michelle Krcmery, Townhomes at City Center Homeowner
Association
i. Request to Use Gazebo and Common Area; Holiday on the Square; Saturday,
November 20, 2010; 9:00 a.m. to 9:00 p.m.; Michelle Krcmery, Department of
Community Relations
j. Request to Use City Facilities and Street; Race; Saturday, June 11, 2011; 4:00
a.m. to 9:00 p.m.; Carmel Road Racing Group ITEM TO BE TABLED
PENDING APPROVALS
k. Request to Use City Streets; Race; Sunday, April 30, 2011, 9:00 a.m. to 5:00
p.m.; Planet Adventure Village— ITEM TO BE TABLED PENDING
APPROVALS
1. Events /Request happening prior to Meeting:
Kurr Med Spa Use of parking spaces in front of shop 9/30/10
6. OTHER
a. TABLE 8/18/2010; Resolution No. BPW- 08- 18- 10 -02; A Resolution of the City
of Carmel Board of Public Works and Safety Regarding the Removal of Non
Conforming Signs; (Auman Drive); Douglas Haney, City Attorney
b. Request for Water Availability Request; Village of West Clay Sections 10010A
B Pulte Homes; John Duffy, Director of the Department of Utilities
c. Request for Secondary Plat Approval; Inglenook, Section 1A, Casey Land, Land
Development Building
d. Request for Secondary Plat Approval; Village Green, Section Two, Block H;
Andrew Miller, Weihe Engineers
e. Request for Secondary Plat Approval; Heritage Square; Lot 6A; Kent Shipley,
Attorney for GLF Reality
f. Request for Secondary Plat Approval; Longridge Estates Section 4 and Section
5; Brett Huff, Stoeppelwerth Associates
g. Request for Lane Closure, Sidewalk Closure, Open Pavement Cut, Concrete
Curb Cut; 116 Street; Brian Cravens, AT &T
h. Request for Lane Closure and Open Cut Request —10425 Westfield Boulevard;
Resa Glover, Vectren Energy
i. Request for Storm water Techinical Standards Variances; Our Lady of Mount
Carmel Matthew 25 Center; Section 701.01; Richard Kelly, Evans, Mechwart,
Hambleton, Tilton
j. Request to Reduce Performance Bonds; Cherry Creek Section 6B; Internal
Sidewalks; Tim Walter, Platinum Properties
k. Request to Reduce Performance Bonds; Laura Vista Subdivision; Sidewalks;
Steve Schutz, Primrose Development
1. Request for Dedication of Private Streets to Public; Townhomes at Hazel Dell;
Patrick O'Donnell, HOA
m. Request for Dedication of Private Streets to Public; Townhomes at Hunter
Creek; Robert Busby, HOA
n. Request for Variance; Fence in Easement; 13364 Abercorn Street; Village of
West Clay Lot 38; Mr. and Mrs. Gary Wiegmann
o. Request for Variance; Fence in Easement; 2119 Finchley Road; Village of West
Clay Lot 854; Mr. David Wailewski
7. ADJOURNMENT
BOARD OF PUBLIC WORKS SAFETY MEETING
MINUTES
WEDNESDAY, OCTOBER 6, 2010 —10:00 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; Lori Watson, Mary Ann Burke; Deputy Clerk; Sandy Johnson
MINUTE S
Minutes from the August 4, 2010 Regular meeting remain tabled.
Minute from the September 1, 2010 Regular meeting remain tabled.
Minute from the September 15, 2010 Regular meeting remain tabled.
BID OPENING /AWARDS
Request for Bid Award for 106` Street and Haverstick Road Drainage Improvements; Central
Engineering Construction ($801, 777.00); this was lowest and most responsive bid; Board
Member Burke moved to approve. Board Member Watson seconded. Award approved 2 -0.
Bid Opening for the Additional Concrete Program; Board Member Burke opened the bids and read
aloud.
Company Amount
Hunt Paving $140,499.00
The bids were given to Dave Huffrnan, Street Commissioner for review. At this time Mr. Huffman
would like the bid to be awarded to Hunt Paving. Which was the lowest, most responsive and only
bid received.
CONTRACTS
Request for Purchase of Goods and Services; Additional Service #1; Contract #05.05.10.09;
T.M. T.; ($10,000.00); Tree Skating; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Additional Services #2; DLZ,• (S33,500.00); Traffic
Study Update; 40 remaining intersections; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Change Order #6; Towne Road; E &B Paving,
(Increase $899.23); Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Request for Purchase of Goods and Services; Change Order #1; Monon Farms Left Turn Lane;
E &B Paving; (Increase $6,344.90); Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Change Order #1; 126'" Street Towne to Shelborne;
F &K Construction; (Increase $10,785.65); Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; U.S. Department of Interior; Joint Funding
Agreement; Stream Flow Gauging Station; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Letter of Engagement; Baker and Daniels;
($20,000.00); 911 Wireless Fees /2011 Indiana Legislature; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Mutual Aid Agreement /Dual Response; Carmel /Fishers; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Seagraves; ($1,104,120.00); Two Custom Pumpers;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; GHS; (820,000.00); Monitor and Maintain
Outdoor /Indoor Lighting Systems; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; West End Lighting; ($10,000.00); LED Light Bulbs,
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Experian; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
USE OF CITY FACILITIES
TABLE 8/18/10: Request to Use City Streets; City Hall Common Areas; Carmel Fest, Saturday,
July 2, 2011 thru Monday, July 4, 2011; Mayor Brainard moved to table. Board Member Watson
seconded. Item Tabled 2 -0.
TABLED 10/6/2010: Request to Use City Facilities and Street; Race; Saturday, June 11, 2011; 4:00
a.m. to 9:00 p.m.; Carmel Road Racing Group Tabled 2 -0.
TABLED 10/6/2010: Request to Use City Streets; Race; Sunday, April 30, 2011, 9:00 a.m. to 5:00
p.m.; Planet Adventure Village— Tabled 2 -0.
Request to Use Caucus Room 2/3; Meeting; Wednesday, November 10, 2010; 5:00 p.m. to 7:00
p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request to Use Council Chambers; Meeting; Monday, October 11, 2010; 6:30 p.m. to 8:30 p.m.;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use Council Chambers; Meeting; October 21, 2010; 6.•00 p.m. to 9:00 p.m.; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use Caucus Room; Meeting; Wednesdays (See dates); 4:30 p.m. to 7.:00 p.m.; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use Gazebo and Common Area; Picnic; Wednesday, October 13, 2010; 5:00 p.m. to
7.:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request to Use Caucus Room 2/3; Meeting; October 26, 2010; 7:30 pm.m to 8:30 p.m.; Bud
Creech, Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request to Use Caucus Room; Meeting; Wednesday, December 8, 2010; 6:00 p.nz. to 9:00 p.m.;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use Gazebo and Common Area; Holiday on the Square; Saturday, November 20, 2010;
9:00 a.m. to 9:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Events /Request happening prior to Meeting:
Kurr Med Spa Use of parking spaces in front of shop 9/30/10 No action taken, event has
already taken place.
OTHER
TABLE 8/18/2010; Resolution No. BPW- 08- 18- 10 -02; A Resolution of the City of Carmel Board of
Public Works and Safety Regarding the Removal of Non- Conforming Signs; (Auman Drive)
Request for Water Availability Request; Village of West Clay Sections 10010A B Pulte Homes;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Secondary Plat Approval; Inglenook, Section IA, Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Secondary Plat Approval; Village Green, Section Two, Block H,• Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Secondary Plat Approval; Heritage Square; Lot 6A; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Secondary Plat Approval; Longridge Estates Section 4 and Section 5; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Lane Closure, Sidewalk Closure, Open Pavement Cut, Concrete Curb Cut; 116 Street;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Lane Closure and Open Cut Request —10425 Westfield Boulevard; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Storm water Techinical Standards Variances; Our Lady of Mount Carmel Matthew 25
Center; Section 701.01; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 2 -0.
Request to Reduce Performance Bonds; Cherry Creek Section 6B; Internal Sidewalks; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Reduce Performance Bonds; Laura Vista Subdivision; Sidewalks; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Dedication of Private Streets to Public; Townhomes at Hazel Dell; Board Member
Burke moved to approve. Board Member Watson seconded. There was brief discussion. City
Attorney Doug Haney requested the item be tabled until he could review the information. Item
tabled 2 -0.
Request for Dedication of Private Streets to Public; Townhomes at Hunter Creek; Board Member
Burke moved to approve. Board Member Watson seconded. There was brief discussion. City
Attorney Doug Haney requested the item be tabled until he could review the information. Item
tabled 2 -0.
Request for Variance; Fence in Easement; 13364 Abercorn Street; Village of West Clay Lot 38;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Variance; Fence in Easement; 2119 Finchley Road; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
ADD ON
Michael McBride, City Engineer request to add 2 Items to Agenda. Board Member Burke moved to
add both items. Board Member Watson seconded. Item added 2 -0. (The Clerk Treasurer's office
was not informed of these additions).
Request for Purchase of Goods and Services; 106` Street and Haverstick Road Drainage
Improvements; Central Engineering Construction ($801,777.00); Board Member Burke moved to
approve. Board Member Watson seconded. Approved 2 -0.
Request for Purchase of Goods and Services; Hannum, Wagle, and Cline; ($60, 000.00); Village of
Mount Carmel Stormwater Drainage Improvements Inspection; Board Member Burke moved to
approve. Board Member Watson seconded. Approved 2 -0.
Michael Hollibaugh, Director of the Department of Community Services request to add 3 Items to
Agenda. Board Member Burke moved to add items. Board Member Watson seconded. Items added
2 -0. (The Clerk Treasurer's office was not informed of these additions).
Request for Purchase of Goods and Services; Kingswood Farms, ($6,182.52); Trees; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 2 -0.
Request for Purchase of Goods and Services; Trelan Nursery; ($16,634.00); Trees; Board Member
Burke moved to approve. Board Member Watson seconded. Approved 2 -0.
Request for Purchase of Goods and Services; Oak Creek Farms; ($10,833.00); Trees; Board
Member Burke moved to approve. Board Member Watson seconded. Approved 2 -0.
Patrick O'Donnell, President of Townhornes at Hazel Dell addressed the Board regarding the
Dedication of Streets that were tabled. There was brief discussion. Doug Haney, City Attorney
addressed to petitioner and explained that this was not a public hearing and he should not be
addressing the Board. There was brief discussion.
ADJOURNMENT
Board Member Burke Adjourned at 10:23 a.m.
Dana L. Cordray, f/ C
Clerk Treasurer
Approved
yor Jaynes Brainard
ATTEST:
1
i
Diar a L. Cordray, IAMC
Clerk Treasurer