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Home My WebLink AboutBPW-11-07-12 MEETING NOTICE BOARD OF PUBLIC WORKS AND SAFETY WEDNESDAY, NOVEMBER 7, 2012 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, NOVEMBER 7, 2012 AT 10:00 A.M. IN THE COUNCIL CHAMBERS, CITY HALL, ONE CIVIC SQUARE THE PURPOSE OF THE MEETING IS CITY BUSINESS Board of Public Works and Safety Meeting AGENDA Wednesday, November 7, 2012 — 10:00 a.m. Council Chambers City Hall One Civic Square MEETING CALLED To ORDER 1. MINUTES a. Minutes from the October 17, 2012 Regular Meeting 2. BID OPENINGS/AWARDS a. Bid Opening for the 2012-2013 Salt Bid - Utilities; John Duffy, Director of the Department of Utilities b. Quote Opening for the College Avenue 102" to 103" Water Main Extension; John Duffy, Director of the Department of Utilities c. Quote Opening for the Monitoring Wells; John Duffy, Director of the Department of Utilities d. Quote Opening for the Fiber Optic Conduit; John Duffy, Director of the Department of Utilities e. Bid Award for the Pennsylvania Street— 111`x' to 106`h Street; Culy Excavating; ($107,291.00); This was the lowest most responsive bid; John Duffy. Director of the Department of Utilities 3. PERFORMANCE RELEASES a. BPW-11-07-12-01; VOWC; National Bank of Indianapolis; Erosion Control; Terry Brown, Wurster Construction b. BPW-11-07-12-02; Legacy Residential Phase 1 Section 1; Erosion Control; Timothy Walter, Platinum Properties 4. CONTRACTS a. Request for Purchase of Goods and Services; Change Order #2; Yardberry Landscape; (increase $653.60); 116'h /Eden Glen Drainage; Mike McBride, City Engineer b. Request for Purchase of Goods and Services; Additional Service #8; ($17,500.00); 116th & Gray Roundabout Design; Mike McBride, City Engineer c. Request for Purchase of Goods and Services; Additional Service #1; Hittle Landscaping; ($17,840.20); Mowing; Dave Huffman, Street Commissioner d. Request for Purchase of Goods and Services; Additional Service#1; Cargill Deicing Technology; ($509,390.00); Dave Huffman, Street Commissioner 5. USE OF CITY FACILITIES/STREET a. Request to Use Gazebo, Japanese Garden and Common Area; Koi Show; June 6, 2013 thru June 9, 2013; 8:00 a.m. to 8:00 p.m.; Mike Akin —ZNA Koi Association b. Request to Use Caucus Room; Board Meeting; November 14, 2012; 7:00 p.m. to 8:30 p.m.; Westpark at Springmill c. Request to Use Caucus Room; Board Meeting; October 23, 2013; 5:30 p.m. to 9:00 p.m.; The Enclave of Carmel d. Request to Close City Streets; Friday September 27, 2013 thru September 29, 2013; Carmel International Art Festival 6. OTHER a. TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert Potokar, HOA Traditions on the Monon b. Appeal hearing Dr. Thomas and Mrs. .IoAnn Trancik— 14300 Oakbrook Court c. Emergency Declaration; Clara Knotts Legal Drain; 96th Street; Mike McBride, City Engineer d. Request for Right of Entry; Indiana Farmers Mutual Insurance; 106th and Meridian; Mike McBride, City Engineer e. Request for Dedication of Right-of-Way; III" Street/Illinois Street; Jon Dobosiewicz, Nelson and Frankcnberger f. Request for Dedication of Right-of-Way; 3561' W. 1161h Street; Dr. and Mrs. Zachary Hodes g. Request for Dedication of Right-of-Way; 116'h and Springmill; Ryan Lindley, Banning Engineering h. Request for Water Line Easement; Kenneth/Jean Carrier i. Request for Replat of Kensington Place; Norman John Kerr j. Request for Replat; VOWC Section 6001; Block V; Kenneth Vindler, Ryland Homes k. Request for Carmel City Code Waiver; 12351 West Road; Driveway modification; Duan Camaby, Under Construction Contractors 1. Request for Lane/Pathway Closure; Tree Removal; Old Meridian at 126`x' Street; James Pratt. TruGrecn • m. Request for Lane, Sidewalk, Parking Spot Closures; W. Main Street; Sophia Square; Andrew Kirch, American National Skyline n. Request for Open Cut and Lane Restriction; 96th and Mayflower Park Drive; Sandra Jones, Schneider Corporation o. Request for Open Pavement Cut and Lane Restriction; 116th; Ryan Lindley, Banning Engineering 7. ADJOURNMENT BOARD OF PUBLIC WORKS & SAFETY MEETING MINUTES WEDNESDAY, NOVEMBER 7,2012 —10:00 A.M. COUNCIL CHAMBERS /CITY HALL/ONE CIVIC SQUARE MEETING CALLED TO ORDER Mayor Brainard called the meeting to order at 10:03 am. MEMBERS PRESENT Mayor James Brainard, Board Member: Mary Ann Burke and Lori Watson, Deputy Clerk: Sandy Johnson MINUTES Minutes for the October 17. 2012 Regular Meeting were approved 2-0. BID OPENING/AWARDS Bid Opening for the 2012-2013 Salt Bid- Utilities; Mayor Brainard opened and read the bids aloud; Company Amount Compass Minerals S 84.46/ton Cargill Salt S 85.68/ton Morton Salt S 99.50/ton The bids were given to the John Duffy. Director of the Department of Utilities1hr review and recommendation. At the end of the meeting the Board approved the awarding of bid to Compass Minerals 3-0. Quote Opening for the College Avenue 102"`t to 103"t Water Main Extension: Mayor Brainard opened and read the quotes aloud Company Amount Alternate Cuff 585.980.00 545,662.00 Spectra Tech 591,325.00 530.641.00 7SW Utility Solutions S93,200.00 S32,400.00 TPI S94,000 545.200.00 The quotes were given to John Duffy, Director ofthe Department of Utilities for review and recommendation. Quote Opening for the Monitoring Wells; Mayor Brainard opened and read the quotes aloud Company Amount Peerless Midwest 531,855.00 Layne Water Resources 546,716.00 The bids were given to John Daffy, Director of the Department of Utilities for review and recommendation. Quote Opening for the Fiber Optic Conduit: Mayor Brainard opened and read the quotes aloud Company A 177011171 Culy 589.898.00 Fiber Optic/JDH 577.826.36 TPI S88,725.00 The bids were given to John Duffy, Director of the Department of Utilities for review and recommendation. Bid Award for the Pennsylvania Street— 111'x` to 106th Street; Culy Excavating; (S107,291.00); This was the lowest most responsive hid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. PERFORMANCE RELEASES BPW-11-07-12-01; VOWC: National Bank of Indianapolis: Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. BPW-11-07-12-02; Legacy Residential Phase 1 Section 1; Erosion Control; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. CONTRACTS Request for Purchase of Goods and Services: Change Order #2; Yardberry Landscape: (increase $653.60); 116th/Eden Glen Drainage; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Additional Service #8; (517,500.00); 116`h & Gray Roundabout Design; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Additional Service #1; Hittle Landscaping; (517,840.20); Mowing; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Purchase of Goods and Services; Additional Service #1; Cargill Deicing Technology; (5509,390.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. USE OF CITY FACILITIES/STREETS Request to Use Gazebo, Japanese Garden and Common Area: Koi Show, June 6, 2013 thru June 9. 2013: 8:00 am. to 8:00 p.m.; Board Member Burke proved to approve. Board Member Watson seconded Request approved 3-0. Request to Use Caucus Room: Board Meeting: November 14. 2012: 7:00 p.m. to 8:30 p.m.: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Use Caucus Room: Board Meeting: October 23, 2013; 5:30 p.m. to 9:00 p.m.: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request to Close City Streets: Friday September 27, 2013 thru September 29, 2013: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. OTHER REMAINS TABLED: Request far Dedication of Sheets: Traditions on the Monon CONTINUED: Appeal hearing Dr. Thomas and Mrs. JoAnn Trancik— 14300 Oakbrook Court; The hearing started at 10:28 a.m.; Testimony began. A Court Reporter was present to record proceedings. Appeal Hearing ended at 11:13 a.m. —No conclusion was reached To he continued at a later date Request for Dedication of Right of Way: 205 E. Carmel Drive; Fifth Third Bank; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 2-0. Emergency Declaration: Clara Knolls Legal Drain: 96"'Street: Board Member Burke moved to approve. Board Member Watson seconded Request approved 3-0. Request for Right of Inny: Indiana Farmers Mutual Insurance; 106"' and Meridian; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Dedication of Right-of-Way; 111`,,Sheedlllinois Street: Petitioner request to have this tabled. Board Member Burke moved to table. Board Member Watson seconded Request approved 3- 0. Request for Dedication of Right-of-Way: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Dedication of Right-of-Way; 116"' and Springmill: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request,for Water Line Easement: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. I Request for Replat of Kensington Place: Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Replat; VOWC Section 6001; Block V; Board Member Burke moved to approve. Board Member Watson seconded Request approved 3-0. Request for Carmel City Code Waiver; 12351 West Road: Driveway modification; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane/Pathway Closure; Tree Removal: Old Meridian at 126t Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0. Request for Lane, Sidewalk. Parking Spot Closures; W. Main Street; Sophia Square: Board Member Burke moved to approve. Board Member Watson seconded Request approved 3-0. Request for Open Cut and Lane Restriction; 96`h and Mayflower Park Drive: Board Member Burke moved to approve. Board Member Watson seconded Request approved 3-0. Request for Open Pavement Cut and Lane Restriction: 116th; Board Member Burke moved to approve. Board Member Watson seconded Request approved 3-0. ADD ON 1 The following three request were added on by the Board— with Board Member Burke moved to add the items. Board Member Watson seconded. Approve to add items 3-0. 1. Request to receive quotes for emergency repair work at 96`h and College; The quotes were read by Mike McBride, City Engineer; Company Amount Beatty 5383,130.00 Gradex 5351,411.00 Calumet 5343,500.00 Mayor Brainard asked if the Legal Department had supplied a letter stating that this was in accordance with stale law. Alike McBride answered he did not have a letter, but thought someone from the department would be in attendance. There was extensive discussion. 2. Request to award to quote to Calumet which is the lowest most responsive bidder. Board Member Burke moved to approve. Board Member Watson seconded. Contingent upon the City Attorney providing a document that this quote is within state law. Request approved 3- 0. 3. Request for Purchase of Goods and Services; Calumet: (5343,500.00); 96th and College culvert replacement: Board Member Burke moved to approve. Board Member Watson seconded. Contingent upon a letter from city attorney. Request approved 3-0. City Attorney came into the meeting. There was brief discussion. 1 10:45 a.m. Meeting recessed 10:58 a m. Meeting resumed 1 City attorney stated all above add on items were within state law. A list of all companies that were invited to quote were read into the record. City Attorney will provide a letter, list and opinion to the Clerk Treasurer fin- inclusion in the mintues. ADJOURNMENT Mayor Brainard adjourned the meeting at 11:06 a.m. el Diana L. Cordray, AMC Clerk-Treasure I Approved a � ortyor James Brainard ATTEST: 4 ':1 _ Diana L. Cordrav, IAMC Clerk-Treasurer I I o ..Q0a 0 0 r : CITY' OF CARMEL JAMES BRAINARD, MAYOR November 8, 2012 City of Carmel Board of Public Works and Safety OPINION OF CITY ATTORNEY RE: 96th & College Culvert Replacement I have been asked to render an opinion as to the legality of awarding a 5343,500 public works contract to Calumet Civil Contractors, Inc. ("Calumet") for emergency culvert replacement work at 96th Street and College Avenue in Carmel, Indiana (the "Project"). Due to the emergency nature of the culvert repairs necessary at the above location, this Project was not put out for bid. Instead, quotes were solicited from fourteen (14) contractors known to deal in the public work required, and quotes were obtained from three (3) of these contractors. Calumet submitted the lowest quote for this work. On November 7, 2012, the Carmel Board of Public Works and Safety ("Board"), at a properly noticed open meeting, declared by unanimous vote an emergency as regards the Project. This Emergency Declaration was included in the Board's meeting record. The names of the contractors invited to provide quotes for the public work required by the Project were also read into the meeting record. (A copy of the list of these contractors and the initial e-mail solicitation of quotes therefrom is attached hereto as Exhibit A.) Based upon the above, it is my opinion that the Board's award to Calumet of a contract to perform the public work required by the Project complies with Indiana Code 36-1-12-9, and is otherwise lawful under Indiana law. Douglas C. Hanel Carmel City Attorney DCH/eb OTIIcE OF THE CITY ATTORNEY DOUGLAS C. HANDY, ESQ. Im ,.o.igoM...+mra acs ‘tialmni caN,tiw.cAlcsc ),U4!Ili-r-i .41%M} IN 46032 PHONII 317-571-2472 EA.x 317-571-2484 E VAII.: clhaneyrtcs rmel.i n.go" Contractors that were invited, by email, to submit quotes for the 96th Street and College Culvert Replacement 1. Beaty Construction 2. George R. Harvey and Son 3. GradeX 4. Poindexter Excavating 5. Schutt Lookabill Co. Inc. 6. Trisler Construction 7. TPI 8. Culy Construction 9. Calumet Civil Contractors 10. Milestone 11. E&B Paving 12. Central Engineering 13. Hunt Construction Group 14. Valenti-Held EXHIBIT '%4 ''