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Home My WebLink AboutBPW-10-05-11Office of the Clerk- Treasurer City of C rmel EE No BOARD OF PUBLIC WORKS AND SAFETY WEDNESDAY, OCTOBER 5, 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, OCTOBER 5, 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 Office of the Clerk Treasurer 1. MINUTES City of C rmel Board of Public Works and Safety Meeting AGENDA Wednesday, October 5, 2011 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED To ORDER a. Minutes from the September 21, 2011 Regular Meeting 2. BID /QUOTES OPENING AND AWARDS a. Bid Opening for the Sale of Fire Vehicle; Bob VanVoorst, Chief of Maintenance, Carmel Fire Department b. Quote Opening for the 116 Street and Eden Glen Drive Drainage Improvements; Michael McBride, City Engineer 3. CONTRACTS a. Request for Purchase of Goods and Services; Change Order #2; FINAL; (Increase $4,283.34); Monroe LLC; 106` Street path Gray Road to Hazel Dell; Michael McBride, City Engineer b. Request for Purchase of Goods and Services; Change Order #3; (Increase $109,288.59); Village of Mr. Carmel Drainage Project; Hunt Paving Company; Michael McBride, City Engineer c. Request for Purchase of Goods and Services; Change Order #8; (Increase $23,011.03); Keystone and Main Street; Walsh Construction; Michael McBride, City Engineer d. Request for Funding Agreement; Auman and Newark Neighborhood Improvements Phase II; ($217,996.00); Michael McBride, City Engineer e. Request for Agreement between the City of Carmel and Humane Society for Hamilton County; ($75,932.51); Douglas Haney, City Attorney f. Request for Purchase of Goods and Services; First Group Engineering; ($10,000.00); Miscellaneous Engineering Traffic Services; Michael McBride, City Engineer ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414 g. Request for Purchase of Goods and Services; Gridlock Traffic Services; ($54,457.63); Street Striping; David Huffman, Street Commissioner h. Request for Purchase of Goods and Services; Additional Services American Structurepoint; ($347,875.00); Illinois Street South 106 to 116 Street; Michael McBride, City Engineer i. Request for Purchase of Goods and Services; Additional Services #3; R.W. Armstrong; ($42,141.00); Carmel Midtown Technical Review and Design; Michael McBride, City Engineer j. Request for Purchase of Goods and Services; Additional Service #1; Eagle Ridge Engineering; ($17,000.00); Auman and Newark Neighborhood Improvements; Michael McBride, City Engineer k. Request for Purchase of Goods and Services; Additional Services #2; ($136,100.00); Illinois Street Extension Spring Mill to 106 Street; Survey; Geotechnical Investigation; Michael McBride, City Engineer 4. REQUEST TO USE CITY FACILITIES /STREETS a. TABLED 9/7/11: Request to Close City Streets; Holiday Parties; Various Dates; Detour An American Grille b. Request to Use Caucus Room; Meeting; Various dates; Doreen Ficara, Carmel Arts Council c. Request to Use Caucus Room; Meeting; Wednesday, December 7, 2011; 6:00 p.m. to 9:00 p.m.; Townhomes at City Center HOA d. Request to Use Caucus Room; Meeting; Wednesday, November 2, 2011; 7:00 p.m. to 8:30 p.m.; Westpark at Springmill HOA e. Request to Use Council Chambers; Meeting; Various Dates; Hoosier Daylily Society f. Request to Use City Streets; Run; Saturday, October 29, 2011; 8:30 a.m. to 10:30 a.m.; Carmel Education Foundation g. Request to Use City Streets; Run; Saturday, November 19, 2011; 8:30 a.m. to noon; Alexandra Willis St. Jude Children's Research Hospital 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 Qualified Domestic Relations Order (QDRO); Barbara Lamb, Human Resources c. Request for Street Closure/Mass Grading Plans /Curb Cuts /Construction Entrance /Stormwater Variance Request; Bradley Schrage, American Structurepoint d. Uniform Conflict of Interest Statement; Susan Bell Carmel Police Department 6. ADJOURNMENT CONTRACTS BOARD OF PUBLIC WORKS SAFETY MEETING MINUTE S Company Amount Yardberry 818, 000.00 WEDNESDAY, OCTOBER 5, 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 and Mary Ann Burke, Clerk Treasurer; Diana L. Cordray, Deputy Clerk; Sandy Johnson MINUTES Minutes for the September 21, 2011 Regular Meeting approved 2 0 BID /QUOTE OPENINGS AND AWARDS The Bids for the Sale of Fire Vehicle; were opened and read aloud by Board Member Burke, Company Amount Brindlee Mountain 81, 000.00 McGinley 8101, 500.00 Command Fire Apparatus 8102, 597.89 (additional 83, 500.00 for Rescue Tools) The Bids were given to Chief Keith Smith, Carmel Fire Department for review and recommendation. At the end of the Meeting Chief Smith asked that the Board approve the award of bid to Command Fire Apparatus; (8102,597.89-Rescue Tools will not be included); which was the highest and most responsive bid. Board Member Burke moved for approval. Board Member Watson seconded. Award approved 2 -0. Quote for the 116 Street and Eden Glen Drive Drainage Improvements; were opened and read aloud by Board Member Burke, The bids were given to Mike McBride, City Engineer for review and recommendation. E Request for Purchase of Goods and Services; Change Order #2; FINAL; (Increase $4,283.34); Monroe LLC; 106` Street path Gray Road to Hazel Dell; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. 1 1 1 Request for Purchase of Goods and Services; Change Order #3; (Increase 8109,288.59); Village of Mr. Carmel Drainage Project; Hunt Paving Company; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request for Purchase of Goods and Services; Change Order #8; (Increase 823,011.03); Keystone and Main Street; Walsh Construction; Board Member Burke moved approval. Board Member Watson seconded. There was brief discussion regarding the language of the change order. The documents states it is an increase, but the amount is actually a decrease. Typographic error, this item is a decrease of ($23,011.03); Request approved 2- 0. Request for Funding Agreement; Auman and Newark Neighborhood Improvements Phase II; (8217,996.00); Board Member Burke moved approval. Board Member Watson seconded. There was brief discussion regarding incorrect documents (attachments). Board will approve pending correct documents being included in the Agreement. Request approved 2 -0. Request for Agreement between the City of Carmel and Humane Society for Hamilton County; (875,932.51); Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. TABLED: Request for Purchase of Goods and Services; First Group Engineering; ($10,000.00); Miscellaneous Engineering Traffic Services; Board Member Burke moved approval. Board Member Watson seconded There was brief discussion. Board Member Watson moved to table. Board Member Burke seconded. Request tabled 2 -0. Request for Purchase of Goods and Services; Gridlock Traffic Services; (854,457.63); Street Striping; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request for Purchase of Goods and Services; Additional Services American Structurepoint; ($347,875.00); Illinois Street South 106 to 116 Street; Board Member Burke moved approval. Board Member Watson seconded. There was brief discussion regarding incorrect documents (attachments). Board will approve pending correct documents being included in the Agreement. Request approved 2 -0. Request for Purchase of Goods and Services; Additional Services #3; R. W. Armstrong; (842,141.00); Carmel Midtown Technical Review and Design; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request for Purchase of Goods and Services; Additional Service #1; Eagle Ridge Engineering; ($17,000.00); Auman and Newark Neighborhood Improvements; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request for Purchase of Goods and Services; Additional Services #2; (8136,100.00); Illinois Street Extension Spring Mill to 106` Street; Survey; Geotechnical Investigation; Board Member Burke moved approval. Board Member Watson seconded. There was brief discussion. Request approved 2 -0. USE OF CITY FACILITIES Request to Close City Streets; Holiday Parties; Various Dates; Board Member Burke moved for approval. Board Member Watson seconded. Board Member Burke moved to table. Mayor Brainard seconded. Request tabled 3 -0. Board Member Burke moved to remove from table. Board Member Watson seconded. There was brief discussion. Board Member Burke moved to approve the request for October 29 -30, 2011 only. Board Member Watson seconded. Request approved 2 -0. 1 1 1 Request to Use Caucus Room; Meeting; Various dates; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request to Use Caucus Room; Meeting; Wednesday, December 7, 2011; 6:00 p.m. to 9:00 p.m.; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request to Use Caucus Room; Meeting; Wednesday, November 2, 2011; 7: 00 p. m. to 8:30 p. m.; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request to Use Council Chambers; Meeting; Various Dates; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request to Use City Streets; Run; Saturday, October 29, 2011; 8:30 a.m. to 10:30 a.m.; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request to Use City Streets; Run; Saturday, November 19, 2011; 8:30 a.m. to noon; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. OTHER REMAINS 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 approved 3 -0. Request for Qualified Domestic Relations Order (QDRO); Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Request for Street Closure /Mass Grading Plans /Curb Cuts /Construction Entrance /Stormwater Variance Request; Board Member Burke moved approval. Board Member Watson seconded. Request approved 2 -0. Uniform Conflict of Interest Statement; Susan Bell ADD ON Dave Huffman, Street Commissioner brought two contracts to the Board and requested they be added to the agenda. Request for Purchase of Goods and Services; TMT, Inc ($22,100.00); Wall Construction for Roundabout at 141 Street and Towne Road; Board Member Burke moved to add item to agenda. Board Member Watson seconded. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0. Request for Purchase of Goods and Services; TMT, Inc ($15,730.00); Wall Construction for Roundabout at Hazel Dell and Avian Way /Cherry Creek Drive; Board Member Burke moved to add 1 1 1 item to agenda. Board Member Watson seconded. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2 -0. ADJOURNMENT Board Member Burke adjourned the meeting at 10:21 a.m. Approved ATTE T: iana L. Cordra Clerk Treasurer ana L. Cor MC Clerk Treasu a-/ ayor James Brainard