02/28/12 Board of Public Works Minutes

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REGULAR MEETING FEBRUARY 28 2012 58 County News, which were found to be sufficient. The following bids were opened and publicly read: TOM WOOD FORD 3130 East 96t Street Indianapolis, Indiana 46240 Bid was signed by: Mr. Scott Clugston 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non - Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. No Bid Bond was submitted M. D Item No. Item /Manufacturer Unit Price I Fusion SE Trim/Ford $16,800.00 I Hybrid Engine N/A GATES AUTOMOTIVE 636 West McKinley Avenue Mishawaka, Indiana 46545 Bid was signed by: Mr. Dave Holland 1. Contractor's Non - Collusion Affidavit, Non - Debarment Affidavit, Employment Eligibility Verification, Non- Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was Submitted 2. Ten percent (10 %) Bid Bond was submitted 3. Statement of Local Indiana Business Status and Claim of Price Preference was submitted I: Item No. Item /Manufacturer Unit Price 1 2011 Chevrolet Cruz /GM $16,800.00 I Hybrid Engine NIA Exceptions: 1. Mileage is not to exceed 29,000 miles 2. Colors may be limited Ms. Greene noted that Tom Wood Ford did not include a bid bond with their bid. Mr. Gilot stated the Board's policy is to allow twenty -four (24) hours for the bidder to submit to the Board proof that they purchased a bid bond prior to the start of the Board of Works meeting, in this case prior to 9:30 a.m., February 28, 2012. Mr. Gilot noted if they cannot confirm that, their bid will be found non- responsive. Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above bids were referred to the Building Department and Central Services for review and recommendation. TABLE OPENING OF QUOTATIONS _._._ MULTI- SEGMENT COLOR MFP COPY MACHINES — (USER DEPT. CAPITAL OR OPERATIONS FUND,) Mr. Gilot advised that this was the date set for the receiving and opening of sealed Quotations for the above referenced equipment. After review of the documentation, Attorney Cheryl Greene noted none of the bids contained the City's required Non - Collusion, Non - Discrimination Form. Mr. Gilot asked Ms. Greene if the quotes could be read and the Board require the bidders to follow -up with an emailed or faxed form to the Clerk of the Board within twenty -four (24) hours, noting this was just a quote for the purchase of equipment, not a construction bid. Mr. Gilot noted all of the bidders are quoting the same specifications for the same piece of equipment; the risk of collusion doesn't apply to this quote. Ms. Greene stated as a matter of standard practice, the Board requires the form with quotes also and suggested the quotes not be read at this time. She suggested the Board reconvene after the receipt of the Non - Collusion, Non - Discrimination form and read the quotes at that time. She referenced Indiana Code which confirmed that the