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111'1 is `o City of Carmel
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Office of the
Clerk-Treasurer
MEETING
NOTICE
BOARD OF PUBLIC WORKS AND SAFETY
WEDNESDAY, JULY 3, 2013
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,
JULY 3, 2013 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 Board of Public Works and Safety Meeting
Clerk-Treasurer AGENDA
Wednesday, July 3, 2013 — 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a Minutes from the June 19, 2013 Regular Meeting
2. BID/QUOTE OPENING AND AWARDS
a. Bid Opening for 2013 Paving Project; Dave Huffman, Street Commissioner
b. Bid Award for the Sewer Rehab Project; Layne In-Liner; (5446,550.00); this was
the lowest most responsive bid received; John Duffy. Director of the Department of
Utilities
3. CONTRACTS
a Request for Purchase of Goods and Services; XC@ Software; (57,000.00); John
Duffy, Director of the Department of Utilities
b Request for Purchase of Goods and Services; License Agreement; 12156 Meridian
Associates; Jazz on the Monon property; Nancy Heck, Director of the Department of
Community Relations
c Request for Purchase of Goods and Services; Enfront, Inc.; (S2,250.00); Economic
Development Campaign Planning; Nancy Heck, Director of the Department of
Community Relations
d Request for Purchase of Goods and Services; Kopecky Family Band; (55,000.00);
Art of Wine —Carmel Art and Design District; Nancy 1-leek, Director of the
Department of Community Relations
e Request for Purchase of Goods and Services; CORE Planning Strategies;
(57,500.00); Condition Assessment Service for Sophia Square Parking Garage;
Mike Hollibaugh, Director of the Department of Community Services
ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2414
4. CITY FACILITIES/STREETS/USE
a Request to Use City Streets; Race; Saturday, September 21, 2013; 7:30 a.m. to
11:30 a.m.; John Corcoran
b Request to Use City Streets; Race; Saturday, September 28, 2013; 8:30 a.m. to
10:30 a.m.; Northview Church
c Request to Use Council Chambers; Meeting; August 5, 2013 1:00 p.m. to 3:00 p.m.
and August 6, 2013; 9:00 a.m. to 1:00 p.m.; Committee on Homeland Security, US
House of Representatives
d Request to Use Gazebo and Common Area; Revival; August 23rd and 24th, 2013;
Turning Point Ministries
e Request to Use Gazebo and Common Ground; Presentation; Sunday, July 21,
2013; 6:30 p.m. to 8:30 p.m.; Carmel Clay Historical Society
f Request to Use City Streets; Homecoming Parade; Friday, September 20, 2013;
1:50 p.m. to 2:30 p.m.; Carmel High School —Amy Skeens-Benton
5. OTHER
a TABLED: Request for Dedication of Streets; Traditions on the Monon; Robert
Potokar, HOA Traditions on the Monon
b Request for Consent to Encroach; Installation of decorative street signs & posts;
decorative stop sings; etc.; Alexandria Apartments; Gary Duncan, Assistant City
Engineer
c Request for Replat of Block L — The Cottages at Carmel; Troy Terew, True North
Surveying
d Request for Replat of Lot 11; Woodland Golf Club Subdivision, Section 4;
Mr./Mrs. James Eibel
e Request for Variance; Driveway in Easement; 3250 Whispering Pines Lane; Mr.
Kai Yu, Kai Yu Home Builders
f Request for Stormwater Technical Variances; Ed Martin Buick GMC Parking Lot
Expansion; Brian Cross, CivilSite Group
g Request for Stormwater Technical Variances; Tom Wood Subaru; Roger Ward,
Roger Ward Engineering
6. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTE S
WEDNESDAY,JULY 3,2013 —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 Member; Mary Ann Burke and Lori Watson, Deputy Clerk: Sandy
Johnson
MINUTES
Minutes for the June 19, 2013 Regular Meeting were approved 2-0.
BID/QUOTE OPENINGS AND AWARDS
1 Bid Opening for 2013 Paving Program; Mayor Brainard opened and read the quotes aloud:
Company Amount
E&B Paving $1,691,069.53
Milestone Contracting $1,778,145.85
Calumet $1,707,800.50
Rieth Riley $1,691,446.64
The quotes were given to Dave Huffman, Street Commissioner for review and recommendation.
Request to Award Paving Bid to E&B Paving; (51,691069.53); this was the lowest most responsive
bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-
0.
Request to award the Bid for Sewer Rehab Project to Layne In-Liner; ($446,550.00); this was the
lowest most responsive bid; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
CONTRACTS
Request for Purchase of Goods and Services;XC@ Software: (57,000.00); Board Member Burke
1 moved to approve. Board Member Watson seconded. Request approved 3-0.
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Request for Purchase of Goods and Services; License Agreement; 12156 Meridian Associates; Jazz on
the Monon property; Board Member Burke moved to approve. Board Member Watson seconded
Request approved 3-0.
Request for Purchase of Goods and Services; Enfront, Inc., (52,250.00); Economic Development
Campaign Planning; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request for Purchase of Goods and Services: Kopecky Family Band; (55,000.00); Art of Wine—
Carmel Art and Design District; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request for Purchase of Goods and Services; CORE Planning Strategies; (57,500.00): Condition
Assessment Service for Sophia Square Parking Garage; Board Member Burke moved to approve.
Board Member Watson seconded Request approved 3-0.
CITY FACILITIES/STREETS/USE
Request to Use City Streets; Race; Saturday, September 21, 2013; 7:30 a.m. to 11:30 a.m.; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use City Streets; Race; Saturday, September 28, 2013; 8:30 a.m. to 10:30 am.; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use Council Chambers; Meeting: August 5, 2013 1:00 p.m. to 3:00 p.m. and August 6,
2013; 9:00 a.m. to 1:00 p.m.; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request to Use Gazebo and Common Area; Revival; August 23t and 24th, 2013; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request to Use Gazebo and Common Ground; Presentation; Sunday, July 21, 2013; 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; Homecoming Parade; Friday, September 20, 2013; 1:50 p.m. to 2:30
p.m.; Board Member Burke moved to approve. Board Member Watson seconded Request approved
3-0.
OTHER
REMAINS TABLED: Request for Dedication ofStreets; Traditions on the Monon
Request for Consent to Encroach: Installation of decorative street signs &posts: decorative stop
sings; etc.; Alexandria Apartments; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request for Replat of Block L- The Cottages at Carmel; Troy Threw, True North Surveying
Request for Replat of Lot 11; Woodland Golf Club Subdivision, Section 4; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance: Driveway in Easement; 3250 Whispering Pines Lane; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Stormwater Technical Variances; Ed Martin Buick GMC Parking Lot Expansion; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Stormwater Technical Variances; Toni Wood Subaru; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
ADD-ON
Request to add item to the agenda; Board Member Burke moved to approve. Board Member Watson
seconded. Add-On Approved 3-0.
Resolution No. BPW-07-03-13-01; PRIF Credit for Anderson Birkla Project; Ashley Ulbricht,
Assistant City Attorney; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
ADJOURNMENT
Mayor Brainard adjourned the meetiny at 10:18 a.n
NgOr
D. ma L. Cordray, 1A '
lerk-Treasurer
Approved 1`
/ !/-c-
r ryor James Brainard
ATTEST:
Ilf
XJ ana L. Cordray, AMC- Clerk-Treasurer
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