11/20/12 Board of Public Works Minutes

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REGULAR MEETING RITSCHARD BROS.. INC. 1204 West Sample Street South Bend, Indiana 46619 9067 West 100 North NOVEMBER 20, 2012 372 Kewanna, Indiana 46939 Quotation was submitted by Mr. Rachelle Dolniak 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 QUOTATION: $50,978.00 JOHN BOETTCHER SEWER & EXCAVATING 3305 North Home Street Mishawaka, Indiana 46545 Quotation was submitted by Mr. John Boettcher 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 QUOTATION: $59,024.00 C &E EXCAVATING INC. 53767 County Road 9 Elkhart, Indiana 46514 Quotation was submitted by Mr. Thad Bessinger 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 QUOTATION: $68,230.00 Upon a motion made by Mr. Gilot, seconded by Ms. Roos and carried, the above Quotations were referred to Community Investment and Engineering for review and recommendation. After reviewing the quotes, Mr. Carl Littrell, Engineering, recommended that the Board award the contract to the lowest responsive and responsible bidder, Jackson Trucking & Excavating in the amount of $29,800.00. Mr. Jitin Kain, Community Investment, noted there was not sufficient funding to award the quotation in its entirety, but the difference was small enough that a transfer of funds could be done to cover the difference. Mr. Littrell noted there is also a contingency of $5,000.00 included in the quotation that will most likely not be used. He questioned if they could use that to cover the difference amounting to approximately $700.00. Ms. Greene stated if they deduct the contingency from the awarded company's bid, they would have to deduct it from the other bids also. She noted that would not change the result, so it would be allowable. Therefore, Ms. Roos made a motion that the recommendation be accepted and the bid be awarded and the contract approved subject to funding. Mr. Gilot seconded the motion, which carried. AWARD BID AND APPROVE CONTRACT— ONE 1 2012 OR NEWER NEW FOUR WHEEL MECHANICAL STREET SWEEPER Matt Chlebowski, Central Services, advised the Board that on August 14, 2012, bids were received and opened for the above referenced project. After reviewing those bids, Mr. Chlebowski recommended that the Board award the contract to the lowest responsive and responsible bidder Brown Equipment Company, Inc., 10603 Majic Port Lane, Fort Wayne, Indiana 46899 -9799 in the amount of $203,000.00. Therefore, Mr. Gilot made a motion that the recommendation be accepted and the bid be awarded and the contract approved subject to the lease financing. Ms. Roos seconded the motion, which carried. TABLE BID AWARD - PARKING GARAGE LIGHTING UPGRADE — PROJECT NO. 112- 058 Mr. Gilot stated there is still an evaluation in process of this bid and he would therefore like to table the award. Ms. Greene stated she sent an email to State Board of Accounts to ask if this bid could be divided, based on the specifications, and she has not yet heard back. She noted the funding is in place for only two (2) of the garages and the request from the Energy Office is to