03/17/03 Board of Public Works Special Meeting Minutes

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J082 SPECIAL MEETING Bid was signed by Douglas Landscape Inc. Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted Total Division C $106,440.83 Alternate C-1 Add $ 23,900.00 H.S. ALTMAN INC. 3885 South Main Street South Bend, Indiana 46614 Bid was signed by Mr. Thomas Flatt Non -Collusion Affidavit was in order Non -Discrimination Commitment form was completed Five per cent (5%) Bid Bond was submitted .n Total Division B $ 14,207.00 Alternate B-1 Deduct$ 3,615.00 MARCH 17, 2003 Upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the above bids were referred to the Division of Engineering for review and recommendation. The Board recessed at 9:45 a.m. in order to prepare a bid award based on the received bids. The Board reconvened at 10:17 a.m. Mr. Carl P. Littrell, City Engineer, advised the Board that on March 17, 2003, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Littrell stated that the Bid received from Royal Fence was non -responsive. The bid was dependent upon an award of the whole. Specifications state that the contractor must have at least five (5) years experience in landscaping; Royal Fence does not have that experience. Also, fifty percent (50%) of this work must be done by the general contractor. Based on oral representation during the recess, Royal Fence did not indicate who the subcontractors would be. In addition, Royal Fence qualified the bid for all three (3) divisions together, not separately, and they would not accept the award for Division "C" only. Therefore, Mr. Littrell recommended that the Board find Royal Fence as non -responsive and reject their bid, and award the bids as follows. Alternates B-1 and C-1 were awarded with the base bid in Divisions B and C respectively. No alternate was awarded in Division A. Wissco Irrigation Division B $ 14,207.00 Douglas Landscape Division C $130,340.83 Cal -Pro Fence Division A $ 61,830.00 Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bids be awarded as outlined above. Mr. Inks seconded the motion which carried. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Inks and carried, the meeting adjourned at 10:20 a.m. BOARD OF PUBLIC WORKS Gary A. Gilot, President