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AGENDA REVIEW SESSION
<br />JULY 2, 2013 203
<br />Name
<br />Amount of Claim
<br />Date
<br />:City Bend
<br />$1,472,515,42
<br />06/28/2013
<br />City of South Bend
<br />$1,398,344.82
<br />07/02/2013
<br />City of South Bend
<br />$1,180,357.59
<br />06/28/2013
<br />Therefore, Mr. Neal made a motion that after review of the expenditures, the claims be approved
<br />as submitted. Ms. Roos seconded the motion, which carried.
<br />AWARD BID AND APPROVE CONTRACT — LEIGHTON PARKING GARAGE
<br />RELIGHTING — PROJECT NO. 113-013 CENTRAL MEDICAL TIF
<br />Mr. Jonathon Burke, Energy Division, advised the Board that he spoke to Community
<br />Investment and was advised that this project is being funded out of Community Investment
<br />Capital, not TIF. Ms. Greene noted on June 11, 2013, bids were received and opened for the
<br />above referenced project. After reviewing those bids, it was noted the low bidder, Herrman &
<br />Goetz, did not submit their Acknowledgement of Addendum with their bid. She stated the Board
<br />needs to decide whether they are willing to waive the irregularity. Mr. Eric Horvath, Public
<br />Works Director, stated the Addendum was reviewed by the Engineering Division and it was
<br />found there was no material change within the Addendum. He noted the Addendum was
<br />basically Minutes from the Pre -Bid meeting, and should not have been done in the form of an
<br />Addendum, but as Minutes. Ms. Greene stated this is an unusual situation that the Board needs to
<br />make clear in their decision on how to treat future similar occurrences. She added she would not
<br />want this to set a precedent. Mr. Horvath noted the whole process is to make sure there is no
<br />competitive advantage, and in this case, there is not. Therefore, Mr. Burke recommended that the
<br />Board award the contract to the lowest responsive and responsible bidder Herrman & Goetz,
<br />Inc., 225 South Lafayette Boulevard, South Bend, Indiana 46601, in the amount of $173,250.00.
<br />Upon a motion by Ms. Roos, seconded by Mr. Mecham and carried, the recommendation was
<br />accepted and the bid was awarded and the contract approved as outlined above.
<br />Board members discussed the following item(s) from the agenda.
<br />- Award Bid — Janitorial Supplies
<br />Ms. Toni Laisure, Central Services, noted that three (3) of the five (5) companies being awarded
<br />Janitorial Supplies are MBE/WBE businesses. Mr, Gilot asked if they had a breakdown of the
<br />percentage of supplies being awarded to MBE/WBE companies. Mr. George King, Purchasing,
<br />stated they did not but could put that information together. Mr. King noted that one company was
<br />independently owned by a Firefighter, He stated it has been confirmed that he had no prior
<br />knowledge, nor advantage, and none of the supplies are specific to the Fire Department, so there
<br />was no reason to disqualify his company's bid. Mr. King added he has bid and been a supplier in
<br />past years and proved to be a competent supplier. Ms. Roos questioned if there was an award for
<br />Item No. 72. Ms. Laisure stated no bids were received so they will go out for quotes on that item.
<br />- Opening of Bids — South Bend Fire Department Training Facility
<br />Fire Chief Stephen Cox stated at a Pre -Bid meeting held yesterday on this project, all of the
<br />contractors expressed concerns with the timeline being too short. He noted they were concerned
<br />the current three month timeline would not allow enough time for the purchase and delivery of
<br />materials, and they would be forced to include liquidated charges in their bid. He added the other
<br />issue of concern is with this being a holiday week and bids being due next Tuesday, there are
<br />concerns about getting price quotes in time for submitting"their bid. Chief Cox requested the
<br />Board allow the Architect, Brian Arterbery, with R.W. Armstrong, to prepare an Addendum
<br />extending the bid opening date to July 16, 2013 at 8:30 a.m. at the Board of Work's Claims
<br />Review Meeting. Mr. Mecham stated in the long run this will save money because the Board will
<br />get good competitive bids. He noted otherwise, they will all add in liquidated charges. Mr. Neal
<br />stated if the bid is awarded on July 23, 2013, the funds will be appropriated; he will just need a
<br />complete project list of Fire Station No. 5 and the Fire Training Facility to make sure the bond
<br />covers all of the financing. Ms. Greene stated another issue that came up is regarding reference
<br />in the specifications to the South Bend Plan. She noted there is no such plan and the intent is to
<br />also remove the three pages in the specifications referencing that, by addendum. Chief Cox asked
<br />Mr. Arterbery to confirm the changes that will be issued in the addendum. Mr. Arterbery stated
<br />the bid opening date will be extended to July 16, 2013; the completion date will be extended to
<br />January 3, 2013, with landscaping services completed by June 1, 2013; and the three (3) pages
<br />referencing the South Bend Plan will be removed from the specifications. He noted they will also
<br />need to update wage rates after they are released.
<br />- Easement Release for Vacated Alleys at New Fire Training Facility
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