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REGULAR MEETING DECEMBER 19 2013 377
<br />The Regular Meeting of the Board of Public Works was convened at 10:42 a.m. on Thursday,
<br />December 19, 2013, by Board President Gary A. Gilot, with Board Members David P. Relos and
<br />Patrick M. Henthorn present. Board Members Kathryn E. Roos and Mark W. Neal were absent.
<br />Also present was Board Attorney Cheryl Greene. Clerk of the Board Linda Martin presented the
<br />Board with a proposed agenda of items presented by the public and by City Staff.
<br />APPROVE MINUTES OF PREVIOUS MEETING
<br />Upon a motion made by Mr. Relos, seconded by Mr. Henthorn and carried, the Minutes of the
<br />Agenda Review Session of December 5, 2013, and Regular Meeting of December 10, 2013, were
<br />approved.
<br />AWARD BID AND APPROVE CONTRACT — ASBESTOS REMOVAL AND DISPOSAL —
<br />PROJECT NO. 113 -045 (AEDA TIE)
<br />Mr. John Engstrom, Engineering, advised the Board that on December 10, 2013, bids were
<br />received and opened for the above referenced project. After reviewing those bids, Mr. Engstrom
<br />recommended that the Board award the contract to the lowest responsive and responsible bidder
<br />Environmental Assurance Company, Inc., 440 Hancock Street, Indianapolis, Indiana 46222, in
<br />the amount of $430,100.00 which includes Base Bid, Item Nos. 1 -6, and Alternate No. 1, Item
<br />No. 7. Ms. Greene noted one bidder was found non - responsive due to not submitting
<br />confirmation of Addendum No. 1 with their bid. She added the addendum was found to be
<br />material to the bid. Therefore, Mr. Relos made a motion that the recommendation be accepted
<br />and the bid be awarded and the contract approved as outlined above. Mr. Henthorn seconded the
<br />motion, which carried.
<br />AWARD BID AND APPROVE CONTRACT — TRUCKING OF MATERIAL FROM THE
<br />CITY OF SOUTH BEND'S ORGANIC RESOURCES (LOSS RECOVERY FUND)
<br />Mr. Jeff Hudak, Central Services, advised the Board that on November 12, 2013, bids were
<br />received and opened for the above referenced project. After reviewing those bids, Mr. Hudak
<br />recommended that the Board award the contract to the lowest responsive and responsible bidder
<br />Rose Cor Inc., dba GreenWorld Environmental Management, 51541 Wetherington Court,
<br />Granger, Indiana 46530, in the amount of $5.81 /ton; not to exceed $581,000.00. Therefore, Mr.
<br />Relos made a motion that the recommendation be accepted and the bid be awarded and the
<br />contract approved as outlined above. Mr. Henthorn seconded the motion, which carried.
<br />AWARD BID AND APPROVE CONTRACT — 2013 OR NEWER 66,000 LB. GVWR TRI-
<br />AXLE ROLL -OFF CHASSIS WASTEWATER CAPITAL
<br />Mr. Jeff Hudak, Central Services, advised the Board that on December 10, 2013, bids were
<br />received and opened for the above referenced equipment. After reviewing those bids, Mr. Hudak
<br />recommended that the Board award the contract to the lowest responsive and responsible bidder
<br />Hill Truck Sales, 1011 West Sample Street, South Bend, Indiana 46624, in the amount of
<br />$171,693.00 for one (1) truck. Mr. Gilot asked if a cost comparison was done on the purchase of
<br />a CNG model and the cost of fuel, versus the previous diesel model. Mr. Jeff Hudak, Central
<br />Services, stated this is not a direct replacement; this truck will be doing more hauling than the
<br />previous one due to the savings in fuel. Mr. Hudak noted that not only is this a savings in fuel,
<br />but the diesel models ran dirtier and had problems therefore, with their filters that created added
<br />expense. He noted the CNG models will not have these problems and run much cleaner. Mr.
<br />Gilot stated he should prepare a memo for the file showing the justification of the payback on
<br />fuel savings versus the additional cost of purchasing the CNG model. Therefore, Mr. Henthorn
<br />made a motion that the recommendation be accepted and the bid be awarded and the contract
<br />approved as outlined above. Mr. Relos seconded the motion, which carried.
<br />APPROVE BID EXTENSION — 2014 HYDRANTS PIPE AND VALVES WATER WORKS
<br />OPERATING)
<br />In a letter to the Board, Mr. Robert Krol, Water Works, advised that Underground Pipe and
<br />Valve has offered to extend their 2013 unit prices for fire hydrants, pipes and valves through
<br />2014. In a letter Mr. Krol received from Mr. Don Nuner, Underground Pipe and Valve, he noted
<br />that there is a potential 15% to 30% increase in raw material costs at the beginning of 2014 that
<br />the City will avoid if they extend their current prices. Attorney Greene stated she met with Water
<br />Works and the Public Works Director and reviewed the bid extension terms and found it to be a
<br />substantial savings to the City. Ms. Greene noted State law allows an extension of bid prices
<br />when there is shown a substantial savings to the City. Therefore, upon a motion by Mr, Relos,
<br />seconded by Mr. Henthorn and carried, the Board approved the bid extension as outlined above.
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