03/19/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION MARCH 19, 2015 79 Commitment for Contractors and Certification of Use of United States Steel Products or Foundry Products was submitted. Ten percent (10%) Bid Bond was submitted M Description Year/Make/Model Unit Price li Complete Unit 2016 Western Star 4700 $171 474 Year Make/Model—Trade In Unit Price 1997 Unit 249, International Dump Truck, VIN# 1HTGCAAT2VH441676 $ (2,500) 1998 Unit 251, Ford Dump Truck, VIN# 1FDZW86F7WVA15490 $ (2,500) Option# Description Cost Total 1 Front Snow Plow $ 10,968 $ 2 CNG Fuel System $Nr/A see exception s Upon a motion made by Mr. Gilot, seconded by Mr. Pawlowski and carried, the above bids were referred to Central Services for review and recommendation. RESCIND AWARD OF PROPOSALS — EQUIPMENT PURCHASES FOR NOTRE DAME TURBO AT IGNITION PARK — AIR COMPRESSORS — PROJECT NO. 114-083A AND GAS FIRED COMPRESSED AIR HEATER — PROJECT NO. 114-083C RIVER WEST DEVELOPMENT AREA TIF) In a Memo to the Board, Attorney Michael Schmidt requested the Board rescind the award of the above proposals to Heseco/Sigma Thermal and Ingersoll Rand respectively and approve for the City's Legal and Engineering Departments to negotiate a final best offer for approval. Mr. Schmidt explained on February 24, 2015, the City of South Bend, acting through its Board of Public Works, made an award to Heseco/Sigma Thermal and Ingersoll Rand based upon their respective contract proposals, subject to the successful negotiation of terms and conditions. However, the terms and conditions were included in the City's original request for proposal as well as the inclusion of certain terms in the actual specifications. Attorney Schmidt explained because the terms and conditions were included in the request for proposal and the specifications, it raised the question of whether the Board of Public Works has the power to make an award and then negotiate certain terms and conditions after such an award. He noted the Board does not have the ability to change specifications after making an award. However, pursuant to IC 5-22-9-6, the Board may authorize ongoing discussions with a responsible offeror to negotiate/obtain the best and final offer from such offeror as long as the Board makes the prior determination that the initial offeror submitted a responsible proposal that is reasonably susceptible of being selected for award. Attorney Schmidt stated in his Memo it is his recommendation that the Board rescind its award to Heseco/Sigma Thermal and Ingersoll Rand and pursuant to IC 5-22-9-6, authorize the City's Legal and Engineering Departments to engage in discussions/negotiations with Heseco/Sigma Thermal and Ingersoll Rand so that a finallbest offer can be presented for the Board's approval on March 24, 2015. Attorney Schmidt noted this action requested of the Board is to correct procedural language that was used in order to fix the record to meet the legally correct procedure, and wording in the statute. He added there is no issue with the proposals, and he doesn't anticipate any issues with the vendors. Therefore, upon a motion by Mr, Gilot, seconded by Mr. Pawlowski and carried, the Board approved the rescinding of the award of the proposals as outlined above, and authorized the City Legal and Engineering Departments to negotiate a final/best offer for each project. Board members discussed the following item(s) from the agenda. Professional Services Agreement— SunGard Public Sector Ms. Sue Gerlach, Information'rechnologies, presented the Board with a cost breakout showing a comparison of retaining current hardware versus upgrades. She noted the maintenance of the current system would be almost as much as purchasing upgraded hardware, explaining that the current system is very old and high maintenance. Attorney Michael Schmidt added that there are Opportunities in the contract for IT to remove services that are no longer needed when necessary.