09/17/2015 Agenda Review - Laserfiche WebLink

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AGENDA REVIEW SESSION SEPTEMBER 17 2015 311 recommended that the Board award the contract to the lowest responsive and responsible bidder Walsh & Kelly, Inc., 24358 State Road 23, South Bend, Indiana. in the amount of $292,000.00 plus the 20% Winter Work Premium. Therefore, Mr. Rclos made a motion that the recommendation be accepted and the bid be awarded as outlined above. Ms. Maradik seconded the motion, which carried. Board members discussed the following item(s) from the agenda. - Bid Awards — 3 '/z Ton Utility Truck with Crane, and Quad Axle Dump Truck Mr. Matt Cblebowski, Central Services, stated he was requesting the Board award the utility — truck to the low bidder, Selking International, and waive the delivery date requirements that were part of the bid specifications. He explained that none of the three (3) bidders could not meet the deadline. He noted these were the standard specs with the same terns that have been used before, but they just didn't work out and they realize they need to change the language going forward. Mr. Gilot stated that Indiana law allows the Board to reserve the right to waive the irregularity of a bid, and in doing so they need to determine if they are allowing an advantage for one bidder. In this case, he noted, none of the bidders could meet the requirement, so there is no advantage. Mr. Cblebowski explained that it has gotten to the point where nobody keeps an inventory on hand because it's too expensive. Mr. George King, Purchasing, suggested the Board give a date for delivery in their approval of this award, in response to Mr. Gilot's concern that there needs to be a deadline for delivery. Mr. Chlebowski stated the other award for the dump truck is not to the low bidder, but the only bidder thatbid the option of CNG. Mr. Chlebowski explained they put that as an option so they can get pricing on CNG and determine if they have the money to purchase the option, much like when you purchase a car and it comes with options. He noted on this one, there were concerns about the wording "option", but in the past most vehicle bids are done with options because not every department wants the same options, but will purchase the base vehicle with a variety of different options. Mr. Gilot agreed and stated the term has been used for some time and the .Mayor's office has made it clear that CNG is the desired choice for the future. He added he is okay with waiving the irregularity; it's the Board's discretion but suggested Mr. Chlebowski and his staff look for a change in the term option. Attorney Elliot Anderson stated he spoke to the Board's attorney, Michael Schmidt, and he asked that Mr. Anderson advise the Board that declining to bid on that option does not make the bidder non -responsive to the bid. Mr. Gilot reaffirmed that the term "option" or "alternate" has been used in the past, but they should clarify that term going forward. Mr. Chlebowski stated he has never had negative feedback from any of the bidders, they understand what is being requested. - Award Bids — Ilazmat Fire Rig and All -Wheel Drive SUV Police Patrol Vehicle Mr. Jeff Hudak, Central Services, stated he solicited bids for the hazmat rig from four (4) companies, but only received one (1) bid. He noted each of the bidders responded with their reasons and one just didn't bid. He noted that company submitted a very high bid the last time this was bid, and may have decided it was not worth it. The reasons given from the other bidders were they don't like the specifications and want to build the vehicle from scratch, and they specialize in pumpers and specialty equipment and don't supply these rigs. Mr. Gilot noted it's always nice to have more bids, but this is such a specialized piece of equipment it makes it difficult. IIe asked if the one bid received was considered high. Mr. Hudak stated it was not and in fact is under their budget. Mr. Hudak stated the SUV Police Patrol Vehicle is for the canine division. He noted they only received one bid on this one also and explained the dealers are keeping a lot less inventory sitting around. He explained they shut off orders on cars and pick-ups when the company gets a certain number of orders, and won't order again until there is a demand. - Quote Opening — Kennedy Basketball Court Mr. John Martinez, Park Department, stated the Park Department received funds through a Park bond and this is one of the first projects they will address. He noted the work was started last you with the help from the Rotary Club, and the Park Department will enhance the court with benches and other amenities. He added this is a project the neighborhood is requesting. Mr. Gilot asked if they would be using asphalt or concrete. Mr. Martinez stated they would use concrete, it holds up better. Mr. Gilot asked about added lighting. Mr. Martinez stated there would not be added. lighting. Ile explained the parks close at 11:00 p.m. and if there is lighting present, it can encourage people to stay longer and create problems. - Special Purchase —Midwest Meter Mr. Brent Hussung, Environmental Services, stated this purchase is for meter software for updating the Badger meters installed throughout the City. Mr. Gilot noted the City has a huge investment in those meters so migrating to upgraded software makes sense.