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BOARD OF PUBLIC WORKS AND SAFETY
WEDNESDAY, APRIL 6, 2011
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 6, 2011 AT 10:00 A.M. IN THE COUNCIL CHAMBERS,
CITY HALL, ONE CIVIC SQUARE
THE PURPOSE OF THE MEETING IS CITY BUSINESS
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414
C ity of Carmel
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Office of the
Clerk Treasurer
Board of Public Works and Safety Meeting
AGENDA
Wednesday, April 6, 2011 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED To ORDER
1. MINUTES
a. Minutes from the March 16, 2011 Regular Meeting.
2. BID OPENINGS /AWARDS
a. Bid Award for the 16" Water Main Extension- Contract #112; Corbitt and Sons;
($189,021.24); this was the lowest most responsive bid; John Duffy, Director of the
Department of Utilities
b. Bid Opening for U.S. 31 and 146 Street Water Main Relocation; John Duffy,
Director of the Department of Utilities
3. CONTRACTS
a. Request for Purchase of Goods and Services; H.D. Supply; ($80,840.00); 2010 LED
Street Lighting Refit Kits Part 2; Dave Huffman, Street Commissioner
b. Request for Purchase of Goods and Services; H.D. Supply; ($73,142.70); 2010 LED
Street Lighting Refit Kits Part 3; Dave Huffman, Street Commissioner
c. Request for Purchase of Goods and Services; Blue Grass Farms; ($50,000.00);
Michael Hollibaugh, Director of the Department of Community Services
d. Request for Management Agreement; City of Carmel and Carmel Clay Board of
Parks and Recreation; Doug Haney, City Attorney
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414
e. Request for Purchase of Goods and Services; RICOH; Judge Brian Poindexter,
Carmel City Courts
f. Request for Purchase of Goods and Services; American Financial Credit Services;
John Duffy, Director of the Department of Utilities
g. Request for Purchase of Goods and Services; Change Order #1; Rieth Riley;
(Increase $26,706.40); 106 Street Path Michigan Road to Ditch; Michael
McBride, City Engineer
h. Request for Purchase of Goods and Services; Change Order #4; Rieth Riley;
(Decrease $93,638.68); Keystone Parkway Advanced MOT; Mike McBride, City
Engineer
i. Request for Purchase of Goods and Services; Additional Services Amendment #2;
Mattingly Concrete; ($18,000.00); Sidewalk Snow Removal Art and Design
District and Carmel Regional Performing Arts Center; Dave Huffman, Street
Commissioner
j. Request for Purchase of Goods and Services; Additional Service Amendment #22;
Crossroad Engineers; ($52,000.00); 106 Street Path- Michigan to Ditch; Mike
McBride, City Engineer
k. Request for Purchase of Goods and Services; Additional Service Amendment #23;
Crossroad Engineers; ($35,000.00); 106 Street Path- Keystone to Westfield; Mike
McBride, City Engineer
1. Request for Purchase of Goods and Services; Additional Service Amendment #3;
American Structurepoint; ($9,500.00); Chesterton Drainage Project; Mike
McBride, City Engineer
4. REQUEST TO USE CITY FACILITIES /PROPERTIES
a. TABLED: Request to Use Center Green at the Performing Arts Center;
September 21,22,23, 2012; 3:00 p.m. to 8:00 p.m., Rosemary Waters
b. TABLED: Request to Use City Streets; Triathlon; April 17, 2011; 6:00 a.m. to
11:00 a.m.; Don Carr, Tuxedo Brothers
c. TABLED: Request to Use City Streets; Run; June 18 2011; 6:00 a.m. to Noon;
John Kieslich, Colon Cancer Coalition
d. TABLED: Request to Use City Streets; Run; May 21, 2011; 8:00 a.m. to 11:15
a.m.; Don Carr, Tuxedo Brothers
e. TABLED: Request to Use City Streets; Run; Saturday, March 26, 2011; 9:00 a.m.
to Noon; Indy Runners;
f. TABLED: Request to Use City Streets; Run; October 1, 2011; 7:30 a.m. to 9:00
a.m.; University High School
g. Request to Use City Streets; Race; August 27, 2011; 7:30 a.m. to 9:30 a.m.; Holy
Trinity Creek Orthodox Church
h. Request to Use Gazebo and Common Grounds; Saturday, November 19, 2011;
9:00 a.m. to 9:00 p.m.; Holiday on the Square; Nancy Heck
i. Request to Use Center Green; Farmers Market; Saturday from May 19 through
October 27, 2012; 6:00 a.m. to Noon; Ron Carter
5. OTHER
a. TABLED 2/16/11; Request for Dedication of Streets; Traditions on the Monon;
Robert Potokar, HOA Traditions on the Monon
b. Request for Dedication of Streets; Town Homes at Hunters Creek; Bob Busby,
Hunters Creek Board of Directors
c. Request for Emergency Withdrawal; Barb Lamb, Human Resources
d. Resolution No. BPW- 04- 06- 11 -01; A Resolution of the City of Carmel Board of
Public Works and Safety Ratifying the Mayors Signature; Agreement with the
Carmel Repertory Theatre; ($69,000.00); Mayor Brainard
e. Resolution No. BPW- 04- 06- 11 -02; A Resolution of the City of Carmel Board of
Public Works and Safety Ratifying the Mayors Signature; Agreement with the
Carmel Symphony Orchestra; ($184,000.00); Mayor Brainard
f. Request for Lane and Pathway Closures; Various Location; Josh, Miller, Onpoint
Construction
g. Request for Lane and Pathway Closures; Guilford Road; Shirley Hunter, Duke
Energy
h. Request for Lane Closures; Clay Terrace; Andrew Taylor, American Structurepoint
i. Request for Lane and Pathway Closures; 131 Street /Spring Mill Road; Fibertech
Networks
j. Request for Open Pavement Cuts and Road /Sidewalk Closures; Energy Center
Piping Extension to Civic Square; Kevin Kendall, R.L. Turner
k. Request to Relocate Storm Sewer Pipe; TH Midwest; 1221 S. Rangeline; Doug
Haney, City Attorney
1. Request for Replat Approval; Bridlebourne Section 6 Lot 8; K. Nathan Althouse,
Miller Surveying
m. Request for Variance; 14358 St. Clair Lane; Thomas /Barbara Schilling
n. Request for Variance; 6561 Iroquois Lane; Adam Pegg
6. ADJOURNMENT
BOARD OF PUBLIC WORKS SAFETY MEETING
MINUTES
W EDNESDAY, APRIL 6, 2011 —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
MINUTES
Minutes from the March 16, 2011 meeting approved 2 0.
BID /QUOTE OPENINGS AND AWARDS
Bid Award for the 16" Water Main Extension; Corbitt Sons; ($189,021.24); this was the lowest most
responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Bid Opening for the US 31 and 146 Water Main Relocation Project; Board Member Burke opened
and read the bids a loud;
Company Amount
Shiel Sexton $566, 097.00
TPI S326,190.00
Millennium $686, 472.00
Atlas 8778,190.00
The bids were given to John Duffy, Director of the Department of Utilities for review and
recommendation.
CONTRACTS
Request for Purchase of Goods and Services; H.D. Supply; (580,840.00); 2010 LED Street Lighting
Refit Kits Part 2; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Request for Purchase of Goods and Services; H.D. Supply; ($73,142.70); 2010 LED Street Lighting
III Refit Kits Part 3; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Request for Purchase of Goods and Services; Blue Grass Farms; ($50,000.00); Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Management Agreement; City of Carmel and Carmel Clay Board of Parks and Recreation;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; RICOH; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; American Financial Credit Services; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Change Order #1; Rieth- Riley; (Increase $26,706.40);
106 Street Path Michigan Road to Ditch; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Change Order #4; Rieth Riley; (Decrease $93,638.68);
Keystone Parkway Advanced MOT; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 2 -0.
I Request for Purchase of Goods and Services; Additional Services Amendment #2; Mattingly Concrete;
(818,000.00); Sidewalk Snow Removal Art and Design District and Carmel Regional Performing Arts
Center; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request for Purchase of Goods and Services; Additional Service Amendment #22; Crossroad
Engineers; ($52, 000.00); 106 Street Path- Michigan to Ditch; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Additional Service Amendment #23; Crossroad
Engineers; ($35,000.00); 106 Street Path- Keystone to Westfield; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Purchase of Goods and Services; Additional Service Amendment #3; American
Structurepoint; (89,500.00); Chesterton Drainage Project; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
USE OF CITY FACILITIES
TABLED: Request to Use Center Green at the Performing Arts Center; September 21,22,23, 2012;
1 3:00 p.m. to 8:00 p.m., Mayor Brainard moved to Table item. Board Member Burke seconded.
Request tabled. REMAINS TABLED
TABLED: Request to Use City Streets; Run; June 18 2011; 6:00 a.m. to Noon; Board Member Burke
moved to table. Board Member Watson seconded. Request tabled 3 -0. REMAINS TABLED
TABLED: Request to Use City Streets; Run; October 1, 2011; 7:30 a.m. to 9:00 a.m.; Board Member
Burke moved to table. Board Member Watson seconded. Request tabled 3 -0. REMAINS TABLED
Request to Use City Streets; Triathlon; April 17, 2011; 6.•00 a.m. to 11:00 a.m.; Board Member Burke
moved to remove from table. Board Member Watson seconded. Request removed from Table. Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Request to Use City Streets; Run; May 21, 2011; 8:00 a.m. to 11:15 a.m.; Board Member Burke moved
to remove from table. Board Member Watson seconded. Request removed from Table. Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
TABLED: Request to Use City Streets; Run; Saturday, March 26, 2011; 9:00 a.m. to Noon; Board
Member Burke moved to table. Board Member Watson seconded. Request tabled 3 -0. Board Member
Burke moved to remove from table. Board Member Watson seconded. Request removed from Table.
Request withdrawn due to the fact the race was run without permission last week.
TABLED: Request to Use City Streets; Race; August 27, 2011; 7:30 a.m. to 9:30 a.m.; Holy Trinity
Creek Orthodox Church; Board Member Burke move to approve. Board Member Watson seconded.
There was brief discussion. Board Member Watson moved to table the item. Board Member Burke
seconded. Request tabled.
I Request to Use Gazebo and Common Grounds; Saturday, November 19, 2011; 9:00 a.m. to 9:00 p.m.;
Holiday on the Square; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
Request to Use Center Green; Farmers Market; Saturday from May 19 through October 27, 2012;
6:00 a.m. to Noon; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 2 -0.
OTHER
TABLED: Request for Dedication of Streets; Traditions on the Monon; Board Member Burke moved to
remove from table. Board Member Watson seconded. Request removed from Table. Board Member
Burke moved to approve. Board Member Watson seconded. Vote 1 -1, item remains tabled.
Request for Dedication of Streets; Town Homes at Hunters Creek; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 2 -0.
Request for Emergency Withdrawal; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 2 -0.
Resolution No. BPW- 04- 06- 11 -01; A Resolution of the City of Carmel Board of Public Works and
Safety Ratifying the Mayors Signature; Agreement with the Carmel Repertory Theatre; ($69, 000.00);
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0.
Resolution No. BPW- 04- 06- 11 -02; A Resolution of the City of Carmel Board of Public Works and
Safety Ratifying the Mayors Signature; Agreement with the Carmel Symphony Orchestra;
($184, 000.00); Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 2 -0.
Request for Lane and Pathway Closures; Various Location; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
Request for Lane and Pathway Closures; Guilford Road; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
Request for Lane Closures; Clay Terrace; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Lane and Pathway Closures; 131 Street /Spring Mill Road; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 2 -0.
Request for Open Pavement Cuts and Road/Sidewalk Closures; Energy Center Piping Extension to
Civic Square; Board Member Burke moved to approve. Board Member Watson seconded. Request
I approved 2 -0.
Request to Relocate Storm Sewer Pipe; TH Midwest; 1221 S. Rangeline; Doug Haney, City Attorney
Request for Replat Approval; Bridlebourne Section 6 Lot 8; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 2 -0.
Request for Variance; 14358 St. Clair Lane; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
Request for Variance; 6561 Iroquois Lane; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 2 -0.
ADJOURNMENT
Board Member Burke adjourned the meeting at 10:12 a.m.
i I
Diana L. Cordray, IA i
Clerk Treasurer
Approved
4
Ma/yor James Brainard
ATTEST:
,O
Dia a L. Cordray, IAMC
Clerk Treasurer
1