08/14/12 Board of Public Works Minutes

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AGENDA REVIEW SESSION QUOTATION: $37,690.00 TOROK EXCAVATING 825 South Fellows Street South Bend, Indiana 46601 Quotation was submitted by Mr. Bill Torok QUOTATION: $67,673.00 R &R EXCAVATING, INC. 2010 Went Avenue Mishawaka, Indiana 46545 Quotation was submitted by Ms. Beverly Jackson QUOTATION: $37,000.00 AUGUST 9.2012 255 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Community and Economic Development and their consultant for review and recommendation. After reviewing those quotations, Mr. Patrick Henthorn, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Jackson Services, in the amount of $37,000.00. Therefore, Ms. Roos made a motion that the recommendation be accepted and the quotation be awarded as outlined above. Mr. Mecham seconded the motion, which carried. ADOPT RESOLUTION NO. 47 -2012 — AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEMENT AND OTHER DOCUMENTS RELATED TO THE DEPARTMENT OF PUBIC WORKS' EQUIPMENT Ms. Greene stated the closing on this lease /purchase is scheduled for next Tuesday and she is therefore requesting that in addition to approving the following Resolution, the Board authorize her to negotiate any documents necessary to close on this lease, and circulate the documents for signature by the Board. Upon a motion made by Mr. Inks, seconded by Ms. Roos and carried, the following Resolution was adopted by the Board of Public Works and Ms. Greene was authorized as requested to negotiate any further documents needed to facilitate closing: RESOLUTION NO. 47-2012 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 THE DEPARTMENT OF PUBLIC WORKS' EQUIPMENT 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. 05 to the Master Lease Agreement (collectively, the "Lease ") with PNC EQUIPMENT FINANCE, LLC., 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 PNC EQUIPMENT FINANCE, LLC., (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 1 U 1