09/18/12 Board of Public Works Claims Review Minutes

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CLAIMS REVIEW MEETING SEPTEMBER 18 2012 297 A Claims Review Meeting of the Board of Public Works was convened at 9 :07 a.m. on Tuesday, September 18, 2012, by Board Member Donald Inks with Board Members Michael Mecham and Mark Neal present. Board President Gary Gilot and member Kathryn Roos were absent. Mr. Inks noted the meeting was delayed due to a lack of a quorum and it was necessary for him to come in while on vacation. APPROVE CLAIMS Mr. Neal stated that a request to pay claims has been received by the Board; each claim is fully supported by an invoice; the person receiving the goods or services has approved the claims; and the claims have been filed with the City Fiscal Officer and certified for accuracy. Mr. Neal stated h f w o 11 laims were submitted to the board for approval: aw t e ing c Name Amount of Claim Date City of South Bend $1,763,982.48 9/18/2012 City of South Bend $1,201,552.66 9/11/2012 City of South Bend $4,238,507.76 9/14/2012 Therefore, Mr. Mecham made a motion that after review of the expenditures, the claims be approved as submitted. Mr. Inks seconded the motion, which carried. AWARD BID — PURCHASE OF ELECTRICAL EQUIPMENT FOR THE UNION STATION TECHNOLOGY CENTER — PROJECT NO. 112 -046 Mr. Bill Schalliol, Community and Economic Development, stated that bids were opened for the above project on July 19, 2012 and Item No. 1, the Electrical Switchgear and Power Metering, was awarded on July 31, 2012. Mr. Schalliol stated the request today is to award Item No. 2, the generators, to Evapar, Inc., in the amount of $592,100.00. He noted that the sixty (60) day limit on the bids expires Wednesday, September 19, 2012 and the remaining funds for this project are short by $359,409.00, so the award needs to be done subject to funding. Mr. Schalliol stated he is going before the Redevelopment Commission to request additional funds at their next meeting. Mr. Schalliol noted that the two remaining bidders were found to be non - responsive to the scope of the bid specifications, bidding six (6) generators in three (3) enclosures, rather than six (6) enclosures. He noted that the remaining bidder's price was competitive with the other two and not excessive. Mr. Neal asked if he will be requesting to add funds or make an adjustment. Mr. Inks stated they will be requesting to add funds so the project cost will go up. Mr. Mecham asked if the generator will belong to Union Station or the City, and will the City have any liability. Mr. Schalliol explained that the Union Station will own the equipment and the City will not have liability. Therefore, upon a motion by Mr. Neal, seconded by Mr. Mecham and carried, the bid was awarded to Evapar, Inc. in the amount of $592,100.00 subject to funding. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Neal, seconded by Mr. Mecham and carried, the meeting adjourned at 9:16 a.m. BOARD OF PUBLIC WORKS Gary . Gilot, Preside Wald Wks, Member ichael C. Mecham, Member Mark W. Neal, Member ATTEST: i da M. Martin, C erk /