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BOARD OF PUBLIC WORKS AND SAFETY
WEDNESDAY, MARCH 16, 2011
AT 10:00 A.I.
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,
MARCH 16, 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
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Office of the
Clerk- Treasurer
Board of Public Works and Safety Meeting
AGENDA
Wednesday, March 16, 2011 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED To ORDER
1. MINUTES
a. Minutes from the March 2, 2011 Regular Meeting.
2. BID OPENINGS /AWARDS
a. Bid Award for the Water Tower Painting Project; L &T Painting; (5270,250.00);
This was the lowest most responsive bid; John Duffy, Director of the Department of
Utilities
b. Bid Opening for the 16" Water Main Extension Contract #112; John Duffy,
Director of the Department of Utilities
c. Bid Opening for Wayfinding Signage Package Phase I; This project is being
funded by the CRC; Michael Hollibaugh, Director of the Department of Community
Services
3. CONTRACTS
a. Request for Purchase of Goods and Services; Woody's Nursery; (510,000.00);
Trees; Michael 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; Public Safety Medical; 2011 Service
Agreement; Chief Tim Green, Carmel Police Department
c. Request for Purchase of Goods and Services; Bartlett Tree Services; ($50,000.00);
Tree Removal Service; Michael Hollibaugh, Director of the Department of
Community Services
d. Request for Purchase of Goods and Services; Upper White River Watershed
Alliance; ($10,000.00); Public Education and Public Involvement; Michael
McBride, City Engineer
e. Request for Purchase of Goods and Services; Change Order #2; Hunt Paving
Company; Village of Mt. Carmel Drainage Project; (Increase $33,826.48); Mike
McBride, City Engineer
f. Request for Purchase of Goods and Services; Change Order #2; Rieth Riley
Construction; (increase $34,535.12);106 Street Path, Michigan to Ditch; Mike
McBride, City Engineer
4. REQUEST TO USE CITY FACILITIES /PROPERTIES
a. 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. Request to Use Caucus Room and Council Chambers; Program; Sunday, June 12,
2011; 12:00 p.m. (Noon) to 4:00 p.m.; Katherine Dill, Carmel Clay Historical Society
c. Request to Use Caucus Room; Meeting; March 30, 2011; 6:30 p.m. to 8:30 p.m.
d. Request to Use City Streets; Run; July 2, 2011; 6:00 a.m. to 10:30 a.m.; Don Carr,
Tuxedo Brothers
e. Request to Use City Streets; Triathlon; April 17, 2011; 6:00 a.m. to 11:00 a.m.;
Don Carr, Tuxedo Brothers
f. Request to Use City Streets; Run; June 18 2011; 6:00 a.m. to Noon; John
Kieslich, Colon Cancer Coalition
g. Request to Use City Streets; Run; May 21, 2011; 8:00 a.m. to 11:15 a.m.; Don Carr,
Tuxedo Brothers
h. Request to Use City Streets; Run; Saturday, March 26, 2011; 9:00 a.m. to Noon;
Indy Runners;
i. Request to use City Street; Bike Races; Various Dates; 5:00 p.m to 9:00 p.m.; Off
the Front Promotions
j. Request to Use City Streets; Run; October 1, 2011; 7:30 a.m. to 9:00 a.m.;
University High School
5. OTHER
a. TABLED 2/16/11; Request for Dedication of Streets; Traditions on the Monon;
Robert Potokar, HOA Traditions on the Monon
b. Contract between the Performing Arts Center and INDOT; Michael Hollibaugh,
Director of the Department of Community Services
c. Request for Variance; 126 /Stanwich Place; Bill Ranek; Plum Creek Farms HOA
d. Request for Temporary Easement; Aubrey /Janie Naraine; Mike McBride, City
Engineer
e. Request for Lane Restrictions /Open Pavement; Main Street at 2 Avenue NW;
Mike McBride, City Engineer
f. Request for Acceptance of Final Inspection; Hazel Dell Parkway Improvements;
Mike McBride, City Engineer
g. Request for Acceptance of Final Inspection; 131 Street Ditch Road to Spring Mill
Road; Mike McBride, City Engineer
6. ADJOURNMENT
BOARD OF PUBLIC WORKS SAFETY MEETING
MINUTES
�o.
WEDNESDAY, MARCH 16, 2011 —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.m.
MEMBERS PRESENT
Mayor James Brainard, Board Members; Lori Watson, Mary Ann Burke, Deputy Clerk; Sandy
Johnson
MINUTES
Minutes from the March 2, 2011 meeting approved 3 0.
BID /QUOTE OPENINGS AND AWARDS
Bid Award for the Water Tower Painting; L &T Painting($270, 230.00); this was the lowest most
responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3 -0.
Bid Opening for the 16" Water Main Extension; Mayor Brainard opened and read the bids aloud;
Company Amount Amount Amount
Harvey Construction S239,435.00 8103, 000.00 43,180.00
Yardberry S234,950.00 77, 000.00 27, 940.00
Corbitt Sons $189,211.24 S189,211.24 $189,211.00
Weihe Construction S229,638.00 8259,109.00 $246,613.00
Fleetwood Construction S275,600.00 94,500.00 34, 200.00
Atlas Excavating S247,426.00 8352, 826.00 $302,874.00
The bids were given to John Duffy, Director of the Department of Utilities for review and
recommendation.
Bid Opening for the Wayfinder Signs Package Phase I; Mayor Brainard opened and read the bids
aloud;
Company Amount
A Sign By Design 78, 260.00
Geograph Industries 8176, 800.00
Company Amount
Bunting Graphics $133,057.50
Design Communication 8115, 424.00
Art Dose 8113, 517.00
Integrated Sign Graphic $176,528.00
Sign -A -Rama 72, 658.00
ASI $107,198.25
Asign Group 73, 200.00
The bids were given to Mike Hollibaugh, Director of the Department of Community Services for review
and recommendation.
CONTRACTS
Request for Purchase of Goods and Services; Woody's Nursery; ($10,000.00); Trees; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3 -0.
Request for Purchase of Goods and Services; Public Safety Medical; 2011 Service Agreement; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0.
Request for Purchase of Goods and Services; Bartlett Tree Services; (S50,000.00); Tree Removal
Service; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3 -0.
Request for Purchase of Goods and Services; Upper White River Watershed Alliance; (810,000.00);
Public Education and Public Involvement; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3 -0.
Request for Purchase of Goods and Services; Change Order #2; Hunt Paving Company; Village of Mt.
Carmel Drainage Project; (Increase $33,826.48); Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3 -0.
Request for Purchase of Goods and Services; Change Order #2; Rieth Riley Construction; (increase
834, 535.12);106 Street Path, Michigan to Ditch; Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3 -0.
USE OF CITY FACILITIES
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., Mayor Brainard moved to Table item. Board Member Burke seconded.
Request tabled.
Request to Use Caucus Room and Council Chambers; Program; Sunday, June 12, 2011; 12:00 p.m.
(Noon) to 4:00 p.m.; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3 -0.
Request to Use Caucus Room; Meeting; March 30, 2011; 6.:30 p.m. to 8:30 p.m. Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3 -0.
Request to Use City Streets; Run; July 2, 2011; 6:00 a.m. to 10:30 a.m.; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3 -0.
TABLED: Request to Use City Streets; Triathlon; April 17, 2011; 6:00 a.m. to 11:00 a.m.; Board
Member Burke moved to table. Board Member Watson seconded. Request tabled 3 -0.
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.
TABLED: Request to Use City Streets; Run; May 21, 2011; 8:00 a.m. to 11:15 a.m.; Board Member
Burke moved to table. Board Member Watson seconded. Request tabled 3 -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.
Request to use City Street; Bike Races; Various Dates; 5:00 p.m to 9:00 p. m.; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3 -0. At the end of the
meeting the petitioners requested to address the Board regarding the start time. There was brief
discussion. Mayor Brainard moved to approve. It was pointed out the this item had already been
approved. Mayor Brainard moved to amend the approval conditional upon review by Nancy Heck.
Board Member Burke seconded. Request reapprove as amended 3 -0.
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.
OTHER
TABLED: Request for Dedication of Streets; Traditions on the Monon
Contract between the Performing Arts Center and INDOT; Mayor Brainard questioned why this was
on the agenda. Mike Hollibaugh said it was submitted in error. Item Withdrawn
Request for Variance; 126 /Stanwich Place; Board Member Watson seconded. Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3 -0.
Request for Temporary Easement; Aubrey /Janie Naraine; Board Member Watson seconded. Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0.
Request for Lane Restrictions /Open Pavement; Main Street at 2nd Avenue NW; Board Member Watson
seconded Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3 -0.
Request for Acceptance of Final Inspection; Hazel Dell Parkway Improvements; Board Member
Watson seconded. Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3 -0.
Request for Acceptance of Final Inspection; 131' Street Ditch Road to Spring Mill Road; Board
Member Watson seconded. Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3 -0.
ADD ON
Mike McBride request for Add On of two items to agenda; Board Member Burke moved to add to
agenda. Board Member Watson seconded. Approved 3 -0.
Request for Approval of sidewalk closure; Woody 's Restaurant; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3 -0.
Request for Approval Lane Restriction Carmel Drive; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3 -0.
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:18 a.m.
Diana L. Cordray, IAMC
Clerk Treasurer
Approved
Mayor James Brainard
ATTEST:
i
Diana L. Cordray, IAMC
Clerk Treasurer