04/03/12 Board of Public Works Minutes

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CLAIMS REVIEW MEETING APRIL 3 2012 117 and the Construction Contract approved as outlined above. Ms. Roos seconded the motion, which carried. REJECT BIDS — EWING AVENUE AND FELLOWS STREET SIGNALIZATION IMPROVEMENTS — PROJECT NO. 111 -072 LRSA Mr. Carl Littrell, Engineering, advised the Board that on March 13, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Littrell recommended that the Board reject all bids due to all of them coaling in over budget. Mr. Littrell stated in his memorandum that the project scope needs to be scaled back or the project budgeted in next year's budget. Therefore, Mr. Inks made a motion that the recommendation be accepted and all bids be rejected. Ms. Roos seconded the motion, which carried. APPROVE REQUEST TO RE- SCHEDULE BID OPENING AND BID DUE DATE — EAST BANK STORM SEWER PHASE III --- PROJECT NO. 111 -069 In a Memorandum to the Board, Mr. Carl Littrell, Engineering, informed that the East Bank Storm Sewer, Phase III, is scheduled for bid opening on April 5, 2012; however, the Common Wage Determination that will apply to this project will not be made until April 4, 2012. He noted that amount of time is insufficient for contractors to adequately prepare their bids for opening less than twenty -four (24) hours later. Therefore, Mr. Littrell recommended that based on IC 36- 1-12-4(b), the Board approve an Addendum to the Specifications be sent to all plarholders notifying them of the rescheduled bid opening date of April 10, 2012, and the Board announce the new date at the regularly scheduled opening meeting of April 5, 2012. Ms. Greene stated the Board has the authority to give notice and delay a bid opening, they cannot open bids before the due date. She noted this was a request to delay the bid due date and the bid opening date. Upon a motion by Mr. Gilot, seconded by Mr. Inks and carried, the request was approved as outlined above. ADOPT RESOLUTION NO. 18 -2012 — AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEMENT AND OTHER DOCUMENTS RELATED TO GOLF CARTS Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works: RESOLUTION. 15 -2012 A RESOLUTION OF THE BOARD OF WORKS OF THE CITY OF SOUTH BEND AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEMENT AND OTHER DOCUMENTS RELATED TO GOLF CARTS WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board ") is the contracting body for the City of South Bend, Indiana (the "City ") pursuant to Indiana Code § 36— 9 -6; and WHEREAS, the CITY OF SOUTH BEND ( "Lessee ") desires to obtain certain equipment (the "Equipment ") described in Equipment Schedule No. 04 to the Master Lease Agreement (collectively, the "Lease ") with SUNTRUST EQUIPMENT FINANCE & LEASING CORP., the form of which is attached hereto and incorporated herein as Exhibit "A' has been available for review by the governing body of Lessee prior to this meeting; and WHEREAS, the Equipment is essential for the Lessee to perform its 'governmental functions; and WHEREAS, the funds made available under the Lease will be deposited with SUNTRUST BANK (the "Escrow Agent ") pursuant to an Escrow Agreement between Lessee and the Escrow Agent (the "Escrow Agreement ") and will be applied to the acquisition of the Equipment in accordance with said Escrow Agreement; and WHEREAS, Lessee has taken the necessary steps, including those relating to any applicable legal bidding requirements, to arrange for the acquisition of the Equipment; and WHEREAS, Lessee proposes to enter into the Lease with SUNTRUST EQUIPMENT FINANCE & LEASING CORP, and the Escrow Agreement with the Escrow Agent substantially in the forms presented to this meeting.