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CARMEL OF PUBLIC
WORKS
WEDNESDAY, OCTOBER 20, 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 20, 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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Office of the
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BOARD OF PUBLIC WORKS SAFETY MEETING
AGENDA
WEDNESDAY, OCTOBER 20, 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 1, 2010 Executive Session Tabled
d. Minutes from the September 15, 2010 Regular Meeting
e. Minutes from the October 6, 2010 Regular Meeting
2. BID OPENING /AWARDS
a. Bid Opening for the Water Treatment Plant No. 1; John Duffy, Director of the
Department of Utilities
b. Bid Opening for City -Wide Trash Collection; John Duffy, Director of the
Department of Utilities
c. Bid Opening for the Paths; 106 Street Gray to Hazel Dell /River Road
Medalist Parkway to Northwood Drive; Michael McBride, City Engineer
3. CONTRACTS
a. Request for Mutual Aid Agreement; Pike Township and City of Carmel; Chief
Keith Smith, Carmel Fire Department.
b. Request for Purchase of Goods and Services; Irrigation Design Source;
($5,000.00); Irrigation Design for Roundabouts; Michael Hollibaugh, Director of
the Department of Community Services
c. Request for Purchase of Goods and Services; Additional Service #7;
($10,000.00); Ratio Architects, Inc.; Design Japanese Garden /Storm water
facility; Monon Trail at Main Street extending South to West Carmel Drive;
Michael Hollibaugh, Director of the Department of Community Services
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414
d. Request for Purchase of Goods and Services; Chateau DuBois, LLC;
($94,000.00); Tree Planting Service; Michael Hollibaugh, Director of the
Department of Community Services
e. Request for Purchase of Goods and Services; CHC Wellness, Inc.; City of
Carmel Wellness Program; Barb Lamb, Human Resource
f. Request for Purchase of Goods and Services; Additional Service Agreement #1;
Plymate Matman; ($778.96); Jeff Barnes, Facilities Maintenance
g. Request for Purchase of Goods and Services; Change Order #1; Shelborne
Road 116 to 131 Gradex, Inc.; (Increase $11,435.23); Completion Date
5/29/11; Michael McBride, City Engineer
4. 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. TABLED 10/6/10; 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
c. TABLED 10/6/10; Request to Use City Streets; Race; Sunday, April 30, 2011,
9:00 a.m. to 5:00 p.m.; Planet Adventure Village All Approvals have been
obtained
d. Request to Use Close Streets; Saturday, October 23, 2010; 11:00 a.m. to 11:00
p.m.; Rangeline and Main Street; The Go 2 Girls
e. Request to Use City Streets; Block Party; Saturday, October 30, 2010; 4:00 p.m.
to 9:00 p.m.; Village of West Clay
5. OTHER
a. TABLED 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. TABLED 10/6/10; Request for Dedication of Private Streets to Public;
Townhomes at Hazel Dell; Patrick O'Donnell, HOA
c. TABLED 10/6/10; Request for Dedication of Private Streets to Public;
Townhomes at Hunter Creek; Robert Busby, HOA
d. Request for Water Line Easement; Crooked Stick Golf Course; John Duffy,
Director of the Department of Utilities
e. Request for Water Line Easement; Thomas and Christine Roller; John Duffy,
Director of the Department of Utilities
f. Request for Water Line Easement; Richard and Dianne Beardsley; John Duffy,
Director of the Department of Utilities
g. Request for Secondary Plat Approval; Village Green, Section Two, Block F;
Brady Kuhn, Weihe Engineers
h. Request for Agreement Clay Township Regional Waste District; John Duffy,
Director of the Department of Utilities
6. ADJOURNMENT
BOARD OF PUBLIC WORKS SAFETY MEETING
MINUTES
WEDNESDAY, OCTOBER 20, 2010 —10:00 A.M.
COUNCIL CHAMBERS CITY HALL ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:00 a. n2.
MEMBERS PRESENT
Mayor James Brainard; Board Members; Lori Watson, Mary Ann Burke; Clerk Treasurer, Diana
L. Cordray, Deputy Clerk; Sandy Johnson
MINUTES
Minutes from the August 4, 2010 Regular meeting remain tabled. Board Member Burke moved to
remove item from table. Board Member Watson seconded. Mayor Brainard moved to approve.
Board Member Burke seconded. Minutes approved 3 -0.
Minute from the September 1, 2010 Regular meeting remain tabled. Board Member Burke moved to
remove item from table. Board Member Watson seconded. Mayor Brainard moved to approve.
Board Member Watson seconded. Minutes approved 2 -0. (Board Member Burke was not present at
this meeting)
Minute from the September 1, 2010 Executive Session remain tabled. Board Member Burke moved
to remove item from table. Board Member Watson seconded. Mayor Brainard moved to approve.
Board Member Watson seconded. Minutes approved 2 -0. (Board Member Burke was not present at
this meeting)
Minute from the September 15, 2010 Regular meeting remain tabled. Board Member Burke moved
to approve. Board Member Burke seconded. Minutes approved 2 -0. (Mayor Brainard was not
present at this meeting)
BID OPENING /AWARDS
Bid Opening for the Water Treatment Plant; Mayor Brainard opened the bids and read aloud.
Company Amount
Adams Robinson $23,277,000.00
Reynolds, Inc. $21,529,000.00
Wilhelm $19,870,000.00
Bowen Engineering $21,063,800.00
Walsh Construction $22,100,000.00
Shook Construction $20, 091, 000.00
Company Amount
rt Hagerman, Inc. $30,080,000.00
Thieneman Construction $21,026,665.00
*Alternative bids are not listed but will be attached to the minutes
The bids were given to John Duffy, Director of the Department of Utilities for review.
Bid Opening for the City Wide Trash Collection; Mayor Brainard opened the bids and read aloud.
Company Year Amount
Waste Management 1 $3,426,720.00
2 $3,540,520.00
3 $3,669,600.00
Ray's 1 $3,875,525.00
2 $3,875,520.00
3 $3,875,520.00
Republic 1 $8.94 /household
2 $9.21 /household
3 $9.49 /household
*Alternative bids are not listed but will be attached to the minutes
The bids were given to John Duffy, Director of the Department of Utilities for review.
Bid Opening for the Paths; 106` Street Gray to Hazel Dell /River Road Medalist Parkway to
Northwood Drive; Mayor Brainard opened the bids and read aloud.
Company Amount
Harvey Construction $245,272.82
F &K $229,291.90
Monroe LLC $188,907.00
Reith Riley $190,200.00
Gray Brothers $189.196.75
The bids were given to the Engineering Department for review.
CONTRACTS
Request for Mutual Aid Agreement; Pike Township and City of Carmel; Board Member Burke
moved to approve. Board Member Burke seconded. Request approved 3 -0.
Request for Purchase of Goods and Services; Irrigation Design Source; ($5, 000.00); Irrigation
Design for Roundabouts; Board Member Burke moved to approve. Board Member Burke seconded.
Request approved 3 -0.
Request for Purchase of Goods and Services; Additional Service #7; ($10,000.00); Ratio Architects,
Inc.; Design Japanese Garden /Storm water facility; Monon Trail at Main Street extending South to
West Carmel Drive; Board Member Burke moved to approve. Board Member Burke seconded.
Request approved 3 -0.
Request for Purchase of Goods and Services; Chateau DuBois, LLC; ($94,000.00); Tree Planting
Service; Board Member Burke moved to approve. Board Member Burke seconded. Request
approved 3 -0.
Request for Purchase of Goods and Services; CHC Wellness, Inc.; City of Carmel Wellness
Program; Board Member Burke moved to approve. Board Member Burke seconded. Request
approved 3 -0.
Request for Purchase of Goods and Services; Additional Service Agreement #1; Plymate Matman;
($778.96); Board Member Burke moved to approve. Board Member Burke seconded. Request
approved 3 -0.
Request for Purchase of Goods and Services; Change Order #1; Shelborne Road 116" to 131
Gradex, Inc.; (Increase $11,435.23); Completion Date 5/29/11; Board Member Burke moved to
approve. Board Member Burke seconded. Request approved 3 -0.
USE OF CITY FACILITIES
TABLED 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.
Request to Use City Streets; Race; Sunday, April 30, 2011, 9:00 a.m. to 5:00 p.m.; Planet
Adventure Village; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3 -0.
Request to Use Close Streets; Saturday, October 23, 2010; 11:00 a.m. to 1 1:00 p.m.; Rangeline and
Main Street; Mayor Brainard moved to approve. Board Member Burke seconded. Extensive
discussion took place in regards to closing major streets for this event.
The following Merchants addressed the board:
Mark Grosser Grosser Jeweler
Joe Lazarra Joe's Butcher Shop
Jill Zaniker The Sweet Shop President of ADDBAC
Kevin Ryder City Council Member At Large Owner The Library
Chris McElreath attorney for Mark Grosser
Marty Zimmerman citizen
The road closure was amended. Rangeline Road two blocks north of Main Street, east on 1 Street
and the Bank Parking lot.
Mayor Brainard moved to approve. Board Member Burke seconded. Request approved as
amended 3 -0.
Request to Use City Streets; Block Party; Saturday, October 30, 2010; 4:00 p.m. to 9:00 p.m.;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0.
OTHER
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; (Aunian Drive). Mayor Brainard stated
this item should be withdrawn.
TABLED 10/6/10; Request for Dedication of Private Streets to Public; Townhomes at Hazel Dell;
Mayor Brainard moved to remove from table. Board Member Burke seconded. Removed from
table 3 -0. There was brief discussion. Item placed back on the table 3 -0.
TABLED 10/6/10; Request for Dedication of Private Streets to Public; Townhomes at Hunter
Creek; Mayor Brainard moved to remove from table. Board Member Burke seconded. Removed
from table 3 -0. There was brief discussion. Item placed back on the table 3 -0.
Request for Water Line Easement; Crooked Stick Golf Course; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3 -0.
Request for Water Line Easement; Thomas and Christine Roller; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3 -0.
Request for Water Line Easement; Richard and Dianne Beardsley; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3 -0.
Request for Secondary Plat Approval; Village Green, Section Two, Block F; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3 -0.
Request for Agreement Clay Township Regional Waste District; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3 -0.
ADD ON
Barb Lamb, Human Resource requested to add Resolution No. BPW- 10- 20- 10 -01; setting the
employee health rates. Board Member Burke moved to add on. Board Member Watson seconded.
Item added 3 -0. There was brief discussion. Mayor Brainard moved to approve. Board Member
Burke seconded. Request approved 3 -0.
David Huffinan, Street Commission requested approval for employee Sam Moffitt be allowed to
receive 8 weeks of unpaid sick time following hip surgery. Board Member Burke moved to add on.
Board Member Watson seconded. Item added 3 -0. There was brief discussion. Mayor Brainard
moved to approve. Board Member Burke seconded. Request approved 3 -0.
ADJOURNMENT
Board Member Burke Adjourned at 11:33 a.m.
1
li_iana L. Cordr �IAMC
Clerk Treasurer
Approved
�ayor James Brainard
ATTEST:
D'sna L. Cordray, 'AMC
lerk- Treasurer