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AGENDA REVIEW SESSION FEBRUARY 19 2015 35 The Agenda Review Session of the Board of Public Works was convened at 10:34 a.m. on February 19, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Kathryn Roos, Patrick Henthorn, and Brian Pawlowski present. Also present was Attorney Michael Schmidt. Board of Public Works Clerk, Linda M. Martin, presented the Board with a proposed agenda of items presented by the public and by City Staff. CHANGE TO THE AGENDA Mr. Gilot noted the request to remove the bid award of the twenty-five (25) cubic yard packers from the agenda. OPENING OF PROPOSALS — EQUIPMENT PURCHASE FOR NOTRE DAME TURBO AT IGNITION PARK AIR COMPRESSORS— PROJECT NO. 114-083A RIVER WEST DEVELOPMENT AREA TIF) This was the date set for receiving and opening of sealed proposals for the above referenced project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-County News, which were found to be sufficient. Mr. Gilot explained that the award of these three proposals will be based on a scoring matrix, of which cost is only part of the total. Therefore, he stated he would only read the names of the contractors submitting proposals into the record. The following names of companies submitting proposals were read: BRABAZON PUMP COMPRESSOR VACUUM 2232 Benson Avenue St. Paul, MN 55116 Proposal was signed by: David Kaner, Area Manager F. S. ELLIOTT CO., LLC 5710 Melton Road Export, PA 15632-8948 Proposal was signed by: Keith L. Macurdy, CFO ATLAS COPCO COMPRESSORS, LLC 2501 Landmeier Road Elk Grove Village, IL 60007 Proposal was signed by. Dane Koch, Sales Manager Attorney Michael Schmidt noted Brabazon did not include a bid bond. A representative from the company stated they read the specs and didn't think a bid bond was required to be included. After review of the language in the specs, Mr. Schmidt read that the specs state no bid bond is required to be submitted with the proposal, but may be required at the award. Mr. Schmidt noted that Brabazon's Affidavit was not notarized, and there was no acknowledgement of the addenda included with the proposal. Mr. Gilot stated it is within the Board's authority to waive the irregularities. Ms. Roos requested that Legal review the specs to determine what was required with the proposals. At 12:05 p.m., Ms. Lee Bene, Engineering, brought the Board a late proposal that had just arrived from Atlas Copco, and stated the currier was in an accident due to the weather. The Board determined they would accept the proposal due to the extreme weather conditions and the fact that there were no dollar amounts or other information read into the record, only the names of the companies submitting proposals. Attorney Schmidt noted there was no acknowledgement of the addendum included in Atlas' proposal and they proposed different terms and conditions so it would need further review. At 12:10 p.m. Mr. Mike Carey, Engineering, informed the Board that Engineering received notice that another proposal was on the way, and they are trying to determine where the FedEx truck is. The Board determined that since no numbers were read, only names of businesses submitting proposals, they would accept any proposals by the close of business today. The Board determined they would recess until 3:30 p.m. to allow deliveries due to the unusual extreme weather conditions. OPENING OF PROPOSALS — EQUIPMENT PURCHASE FOR NOTRE DAME TURBO AT IGNITION PARK — VACUUM BLOWER SYSTEM — PROJECT NO. 114-083B RIVER WEST DEVELOPMENT AREA TIF