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REGULAR MEETING MAY 15, 2012 169
<br />APPROVAL OF RE !EST TO REJECT BIDS - 2012 OR NEWER TWO -WHEEL DRIVE
<br />SUV POLICE PATROL VEHICLE AND 2011 OR NEWER ALL -WHEEL DRIVE POLICE
<br />PATROL VEHICLES
<br />In a memorandum to the Board, Mr. Jeffrey Hudak, Central Services, requested permission to
<br />reject all bids for the above referenced vehicles. Mr. Hudak stated the award for each was
<br />replaced by the bid for all -wheel drive SUV Police patrol vehicles instead. Therefore, upon a
<br />motion made by Mr. Inks, seconded by Mr. GiIot and carried, the above request to reject all bids
<br />for both vehicles was approved.
<br />AWARD QUOTATION AND APPROVE CONTRACT — TRAFFIC PAINT 2012
<br />Mr. Richard Grundtner, Engineering, advised the Board that on April 24, 2012, quotations were
<br />received and opened for the above referenced material. After reviewing those quotations, Mr.
<br />Grundtner recommended the Board award the quote to the lowest responsible and responsive
<br />bidder, The Sherwin Williams Company, 1001 Nebula Rd., Manchester, Georgia 31816, in unit
<br />prices of $11.82 for Item No. 1, $11.02 for Item No. 2, and $16.24 for Item No. 3. Mr. Meteiver
<br />noted the highest bidder, Sealmaster, was the only one that submitted a quote for paint that met
<br />the millage and drying time, but due to that information not being apparent from the quotes
<br />submitted, the conclusion was made to award to the low bidder and redo the quote form for next
<br />year to address drying time and millage. Therefore, Mr. Inks made a motion that the
<br />recommendation be accepted and the quotation be awarded as outlined above and the contract
<br />approved. Mr. Gilot seconded the motion, which carried.
<br />AWARD PROPOSAL -- DIVERSITY COMPLIANCE OFFICER
<br />Mr. Gilot advised the Board that on April 10, 2012, proposals were received and opened for the
<br />above referenced professional service. A team made up of City, Common Council, and Diversity
<br />Utilization Board members reviewed the proposals and scored them based on a 100 point matrix
<br />system. Two firms submitted the highest scoring proposals and were interviewed further by the
<br />review board. After reviewing those quotations, the Board recommended the award of the
<br />contract to the highest scoring firm, Trinal, Inc. He noted the total cost for Trinal's proposal for
<br />2012 is $67,500.00. Mr. Gilot stated the recommendation went before the Common Council in
<br />the form of a resolution last night and was overwhelmingly approved. Therefore, Mr. Gilot made
<br />a motion that the recommendation be accepted and the proposal be awarded to Trinal, Inc.
<br />subject to the Council doing a contract confirming their resolution and Legal preparing a
<br />Professional Services Agreement. Mr. Inks seconded the motion, which carried.
<br />APPROVE BOARD TO HOLD BIDS FOR EAST RACE WATERWAY DOCK EXTENSION
<br />Linda Martin, Clerk of the Board, stated she was in receipt of one sealed bid from the Robert
<br />Henry Corporation turned in this morning for the East Race Waterway Dock Extension. She
<br />noted it was not on the agenda and she was not informed that quotes or bids would be opening
<br />today. Mr. Gilot stated this project is on the threshold between a quote and a bid and should be
<br />opened by the Board. He recommended the sealed quote be held until the next meeting for
<br />determination of when the quotes are due and what the specifications require. Mr. Inks affirmed
<br />the recommendation.
<br />APPROVE CHANGE ORDER NO. I — DIAMOND AVENUE TRUNK SEWER PHASE 2 —
<br />PROJECT NO. 109 -033B 2011 SEWER BOND
<br />Mr. Toy Villa, Engineering, submitted Change Order No. 1 on behalf of HRP Construction, PO
<br />Box 266, South Bend, Indiana 46624, indicating the contract amount be increased by $14,729.00
<br />for a modified contract sum, including this Change Order, in the amount of $3,536,754.00. Upon
<br />a motion made by Mr. Inks, seconded by Mr. Gilot and carried, the Change Order was approved.
<br />APPROVE CHANGE ORDER NOS. 1 2 3 AND 4 — NORTHSIDE TRAIL EXTENSION —
<br />PROJECT NO. 110 -001 CMA /FHWA
<br />Ms. Thia Vawter, Engineering, submitted Change Order Nos. 1, 2, 3 and 4 on behalf of Walsh &
<br />Kelly, Inc., 24358 State Road 23, South Bend, Indiana 46614, indicating the contract amount be
<br />increased as follows:
<br />Change
<br />Order No
<br />Increase
<br />Amount
<br />Percent
<br />New Contract
<br />Amount
<br />1
<br />$21,520.00
<br />1.397%
<br />$1,562,470.72
<br />2
<br />$24,600.00
<br />1.574%
<br />$1,587,070.72
<br />3
<br />$4,400.00
<br />0.277')/,::::J::::_$
<br />1,591,470.72
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