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HomeMy WebLinkAbout10/18/77 Board of Public Works Special Meeting Minutes369 1 F.� SPECIAL MEETING OCTOBER 18, 1977 A special meeting of the Board of Public Works was convened at 9:30 a.m. on Tuesday, October 18, 1977 by President Patrick M. McMahon, with Mr. McMahon and Mr. Mullen present and Mr. Brunner absent. Also present were Brian Hedman, Executive Director of Century Center, Fred W. Lowel, Building Engineer, and representatives of Femco, Inc. and Kay Equipment & Supply Company, bidders on custodial equipment. Mr. McMahon noted that the purpose of the special meeting was to consider recommendations for awarding bids for tools and equipment and custodial equipment for Century Center. BID AWARDED - TOOLS, MECHANICAL EQUIPMENT AND SUPPLIES It was noted that a bid was received from National Mill Supply, Inc. on Tools, Mechanical Equipment and Supplies but there was no bid bond or certified check as specified in the Notice to Bidders. The Board had notified National Mill Supply, Inc. that if the bid bond or check was delivered to them by 9:30 a.m. today, the bid could be considered. No bid bond or check was received. Upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the bid of National Mill Supply, Inc. was rejected as being non -responsive to the requirements in the Notice to Bidders. The following recommendation was submitted by Brian Hedman regarding the bid for tools, mechanical equipment and supplies: It was recommended that the award for Tools, Mechanical Equipment and Supplies be made to South Bend Supply Company of South Bend, Indiana, based on: Base Bid of $4,963.48 Less Item #41 23.10 Less Item #42 37.40 Basis of Award $4,902.98 It was noted that several items listed in the specifications were not bid by South Bend Supply and these items will be purchased directly from local vendors. Mr. Mullen questioned why Items 41 and 42 were deleted from the award recommendation. Mr. McMahon noted that these are hydraulic jacks and it has been decided to rent the equipment when it is needed, rather than purchase it. Mr. Mullen commented that the prices seem very low for this type of equipment and the cost of four rentals would probably pay the purchase price. Mr. McMahon made a motion that Mr. Hedman's recommendation be amended to include Item #41 @ $23.10 and Item #42 at $37.40, making the total bid award $4,963.48. Mr. Mullen seconded the motion and it carried. Mr. McMahon made a motion that the Board approve the amended recommendation to accept the bid of South Bend Supply Company for tools, mechanical equipment and supplies for a total bid price of $4,963.48. Mr. Mullen seconded the motion and it carried. BID AWARDED -LEASE FOR CUSTODIAL/MAINTENANCE EQUIPMENT The following recommendation was received: "Board of Public Works October 17, 1977 We have reviewed the proposals for various items of Cleaning Equipment for Century Center and have found the following: 1. Materials Handling Equipment Corporation bid on only two items, and their bid was highest on these items. 370 SPECIAL MEETING OCTOBER 18, 1977 3. Kay Equipment's bid and the bid by Industrial Sanitation were for identical pieces of equipment (Clarke) with -Industrial's bid being lower. The alternate bid by Kay Equipment was comprised of equipment by two manufacturers, and was lower than either bid for the Clarke equipment. 4. Femco, Incorporated bid on Advance equipment. An error was made in the company's calculation of the monthly payment: $8,911.46 amortized over 36 months at 12% interest equals $295.99 per month as compared to the $336.66 per month listed. Femco also offered a full term warranty plus the treatment of all carpets with Carpet Guard. Femco offers end of term purchase at 5% compared with $1.00 by the other bidders; this difference is not considered to be significant in view of the above discussion and also because this option most probably would not be exercised - a new lease for new equipment or other similar arrangement will most likely be made. Recommendation: In view of all the proposals as discussed above, we recommend the award be made to Femco, Inc. s/ Brian R. Hedman Executive Director s/ Fred W. Lowel Building Engineer it TIr. McMahon noted that the Kay Equipment base bid of $11,841 included the application of a carpet guard on part of the carpeting, with a total material cost of $1180. Femco's bid extended the one-year warranty on all machines to the full three-year term for service, with parts and labor extra and all of the carpeting would be sprayed with carpet guard. Femco offered an option to purchase equipment at the end of the lease for 5% of the purchase price. Kay Equipment offered an option to purchase the equipment at the end of the lease for $1.00. He pointed out that the two bidders are less than $2.00 apart in the monthly lease figure and both are local firms, which is important in terms of service needed. He then asked both company representatives to give the Board the names of local firms with which they do business. Mr. George Nicholos, Femco, Inc., said the company has been in business for forty years and does business within a fifty -mile radius. Customers listed were South Bend schools, Mishawaka and Elkhart schools, Simplicity Pattern Company and National -Standard in Niles. Mr. Steven Katz indicated that Kay Equipment Company has been in business .for 31 years and does business within a seventy -mile radius. Local firms include Bendix, Martin's Super Markets, schools, and the Cook Nuclear Plant in Bridgeman, Michigan. Mr. McMahon asked Mr. Hedman for his comments regarding the recommendation submitted. Mr. Hedman said he visited various centers where Advance equipment is used and, based on the comments of those using the equipment, the full warranty and the aspect of having the carpeting treated, which is a major item, he recommended acceptance of the Femco bid. 371 SPECIAL MEETING OCTOBER 18, 1977 There was a detailed discussion ;of the specifications and the equipment bid, based on price and anticipated performance of the equipment as described in the brochures submitted. It was determined that the equipment bid by Femco, Inc. for Item A was not as specified. Mr. Nicholos said he bid the piece of equipment he felt was similar to the specifications but was more economical and, in his opinion, would do a better job. Mr. Katz said it should be noted that Kay Equipment bid the equipment requested in the specifications. Mr. Mullen reviewed the specifications and said the base bid of Femco, Inc. did not meet specifications in that a battery -operated, self-propelled sweeper was specified. Mr. Nicholos agreed but said that he did not feel this type of equipment was needed for the work to be done. The Board then discussed the specifications and the projected use of the equipment. Consideration was given to re -advertising for bids and Mr. McMahon asked Mr. Hedman whether a decision to re -bid would cause a problem. Mr. Hedman said, because of the time schedule involved, rebidding would cause a real problem. Mr. Katz said he wanted to note that the Kay Equipment bid was within specifications, both as to equipment and the interest. Mr. McMahon asked both representatives about delivery_ and both indicated that delivery could be made within the two weeks specified and, in fact, most of the equipment was already in stock. The Board then reviewed each item in the bid, comparing it with the specifications and the manufacturer's brochures listing product information to determine the performance which could be expected. It was agreed that the Femco bid was not within specifications for Item A and Item B. Mr. Mullen said the Board understood that Femco bid the equipment it felt would give the City the best product for the job but said the Board is bound by the specifications. The Board then computed the low bid within specifications, accessories, in.teregt rate and the monthly payment, with the following results: Item A Kay Equipment, Alternate Bid $1445.00 No Accessories Item B Kay Equipment, Alternate Bid 1348.00 No Accessories Item C Kay Equipment, Alternate Bid 228.00 No Accessories Item D Femco, Inc., Base Bid 520.00 No Accessories Item E Femco, Inc., Base Bid 140.00 $19.50 Accessories Item F Kay Equipment, Alternate Bid 846.00 No Accessories Item G Femco, Inc., Base Bid 500.00 $100.00 Accessories Item H Femco, Inc., Base Bid 880.00 $186.00 Accessories Item I Femco, Inc., Base Bid 3150.00 No Accessories Mr. McMahon made a motion that the Board award the bids as outlined above to Femco, Inc. in the total amount of $5,495.50, with a monthly payment of $182.53 and to Kay Equipment & Supply Company in the total amount of $3,867.00, with a monthly payment of $120.29. Mr. Mullen seconded the motion and it carried. Both Mr. Nicholos and Mr. Katz indicated they were satisfied with the review of the bids and felt the action of the Board in making the award was fair. There being no further business to come before the special meeting, upon motion made by Mr. McMahon, seconded by Mr. Mullen and carried, the meeting adjourned at 12:45 p� , � � r ric N cMah n ATTEST: et u len Gz.� Gcs�x Patricia DeClercq, Cler