02/25/2014 Board of Public Works

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REGULAR MEETING FEBRUARY 25, 2014 55 Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Bid Bond was not submitted. Indiana Local Business Preference Claim Submitted. QUOTE: Item Est. No, Qty. Item Unit Price Total 1 41 Roadway LED Luminaire with existing pole adaptor and hardware $868.13 $78,999.83 TERMS -NET 30 KIRBY RISK ELECTRICAL SUPPLY 1331 N. Iowa Street South Bend, IN 46628 Bid was signed by: Jason Dittmar Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding Investment with Iran, Employment Eligibility Verification, Non -Discrimination Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten (10%) Bid Bond was submitted. Indiana Local Business Preference Claim Submitted. QUOTE: Item Est. No. Qty. Item Unit Price Total 1 91 Roadway LED Luminaire with existing pole adaptor and hardware $885.00 $80,535.00 Upon a motion made by Ms. Roos, seconded by Mr. Henthom and carried, the above Quotations were referred to Traffic and Lighting for review and recommendation. NULLIFY CONTRACT CORRECT RECORD AND APPROVE REQUEST TO RE - ADVERTISE — TRUCKING OF MATERIAL FROM THE CITY OF SOUTH BEND ORGANIC RESOURCES FACILITY LOSS RECOVERY FUND In a letter to the Board, Mr. Matt Chlebowski, Central Services, advised the Board that on December 19, 2013, the Board of Works awarded the above bid to Rose Cor, Inc. in unit prices. A contract was sent to them for signature to be returned in two weeks. The City was contacted by their attorney shortly afterwards, who informed them that Rose Cor was unable to perform their contract. Ms. Greene stated this was a service contract, a bid bond is not required for services; however the specifications included a requirement of a bid bond. She explained the Board awarded the bid to the lowest responsive and responsible bidder and did not catch that Rose Cor did not submit a bid bond with their bid. Even though it is not a legal requirement of a services bid, the record indicating they had submitted a bid bond, needs to be corrected, she added. She stated when the contractor failed to sign the contract after the award it became a null award and a null contract. At this point, Ms. Greene stated, after completing the bidding process, the City can now go to the open market if they choose. She added that a service is not required to be bid by State law. Therefore, Mr. Gilot made a motion that three steps be approved; the award and the contract be declared null; the request to re -advertise be approved; and the Minutes of November 11, 2013 be corrected to reflect no bid bond was submitted by Rose Cor. Ms. Roos seconded the motions, which carried. APPROVE PROJECT COMPLETION AFFIDAVIT — DIAMOND AVENUE STORM SEWER SEPARATION PHASE 3 — PROJECT NO. 109-033C 2012 SEWER BOND Mr. Gilot advised that Toy Villa, Engineering, has submitted the Project Completion Affidavit on behalf of Woodruff & Sons, Inc., P. O. Box 450, Michigan City, Indiana 46361, for the above referenced project, indicating a final cost of $2,526,721.73. Upon a motion made by Ms. Roos, seconded by Mr. Henthorn and carried, the Project Completion Affidavit was approved.