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Home My WebLink About03/31/1981 Special Mtg Board of Public Works MinutesSPECIAL MEETING MARCH 31, 1981 A special meeting of the Board of Public Works was convened at 9:10 a.m., on Tuesday, March 31, 1981, by President John E. Leszczynski, with Mr. Leszczynski, Mr. Richard L. Hill and Mr. Joseph E. Kernan present. Deputy City Attorney Terry A. Crone was also present. The special meeting had been convened for the primary purpose of receiving bids for 1981 police vehicles and',awarding same prior to the end of March in order to allow car dealers to place orders immediately. Originally, the date for receipt of the bids had been scheduled for April 6, 1981. The Clerk noted that all car dealers on the bidder's list had been sent certified mail a revised Notice to Bidders specifying the change in the date and time to March 31, 1981, at 9:00 a.m. AGENDA ITEM ADDED Upon a motion made by Mr. Hill, seconded by Mr. Leszczynski and carried, a request from the Neighborhood Code Enforcement Office for permission to clean various lots was added to the agenda under miscellaneous business to be considered just prior to adjournment. OPENING OF BIDS - 1981 POLICE VEHICLES This was the revised date set for receiving and opening sealed bids for the purchase of thirty -nine (3.9) 1981 police patrol vehicles. The Clerk tendered proofs of publication of notice in the South Bend Tribune and the Tri- County News which were found to be ',sufficient. The following bids were opened and publicly read: Gates Chevrolet Corp. Bid was signed by ',William C. Gates, 333 W. Western Avenue non - collusion affidavit was in South Bend, Indiana order, and a 10% bid bond was submitted. 1981 Chevrolet Impala 4 -door Sedans (V -6 Engine) $8,300.00 /each Jordan Motors, Inc. Bid was signed by '',Craig, Kapson, 609 E. Jefferson Blvd. non - collusion affidavit was in Mishawaka, Indiana order, and a 10% bid bond was submitted 1981 Ford Ltd. 4 -door Sedans (V -8 Engine) Gurley -Leep Dodge 221 S. Lafayette South Bend, Indiana $8,307.15 /each Bid was signed by ',Eric D. Vyverman, non - collusion affidavit was in order, and a 10% bid bond was submitted. 1981 Dodge Diplomat 4 -door Sedans (V -6 Engine) $7,977.34/each 1981 Dodge Diplomat 4 -door Sedans (V -8 Engine) Q6,125.94 /each Mary Borr Chrysler Bid was signed by Louis Lee, non - 222 N. Lafayette collusion affidavit was in order, South Bend, Indiana and a 10% bid bond was submitted. 1981 Chrysler LaBaron 4 -door Sedans $7,863.89 /each (V -6 Engine) The bid of TZary Borr had been received at 9:10 a.m., which was 10 minutes past the legally - advertised deadline of 9:00 a.m. Acceptance of the bid was discussed at length prior to it being opened. Mr. Louis Lee, salesman from Mary Borr Chrysler, when questioned by Terry Crone, stated that he was aware of the change in the date for the receipt of the bids but he had not been aware of the change in time. Mr. Kernan expressed concern over the confusion which may have been caused as a result of the change in the date and time for the opening of the bids. He also noted that the original notice had been sent to ,7 L_J' L SPECIAL MEETING MARCH 31, 1981 Freeman - Spicer, the firm which had recently sold its franchise to Mary Borr. In view of the unusual circumstances involved and the confusion which had been caused as a result of the date change, Mr. Kernan made a motion to accept the bid of Mary Borr Chrysler for consideration by the Board assuming all the required paperwork was in order after review by Mr. Crone. The motion was seconded by Mr. Hill and carried. Mr. Hill, too, felt the bid should be considered; however, he cautioned that the Board has, in the past, and would continue in the future to enforce the legally- advertised deadline for receipt of bids. Upon a motion made by Mr. Leszczynski, seconded by Mr. Hill and carried, the above bids were referred to the Police Department for review and recommendation. Mr. Leszczynski advised that the Board would reconvene at 1:30 p.m., on March 31, 1981, to award the bid. APPROVE REOUEST TO ADVERTISE FOR STREET MATERIALS FOR 1981 Mr. Sean Watt, Director of the Division of Transportation, requested permission to advertise for the receipt of bids for various street materials for 1981. Upon a motion made by Mr. Leszczynski, seconded by Mr. Hill and carried, the request was approved and the date of April 13, 1981, was established for the receipt of bids. APPROVE ADDENDUM TO COMMUNITY DEVELOPMENT PROGRAM CONTRACT WITH A.C.T.I.O.N.. INC. Ms. Marzy Bauer, Director of the Department of Community Development, submitted for Board approval an addendum to the contract with A.C.T.I.O.N., Inc., which was approved by the Board on December 15, 1980. She advised that the original amount of the contract had been $5,000; however, the organization would be exceeding that amount during the course of the contract and was requesting additional funding. Upon a motion made by Mr. Hill, seconded by Mr. Leszczynski and carried, the addendum was approved. APPROVE ENVIRONMENTAL CLEAN -UP OF LOTS A request from the Neighborhood Code Enforcement Office was received for permission to have city environmental crews clean the following lots within the city: 1704 S. Brookfield 514 S. Illinois 2503 Bertrand 127 S. Williams Lot E. 1631 Linden 1422 Lincolnway West 1231 W. Colfax 746 Cleveland 132 Laurel 1709 Brookfield 902 W. LaSalle 613 S. Wellington Lot N. 209 Jackson Mishawaka & 23rd 4800 Trenton at Dead End 1146 E. Fox 1626 S. Williams 221 S. Taylor 527 Celveland 1025 W. Indiana 818 W. Indiana 130 E. Indiana 806 S. Kenmore 518 Birdsell 1842 N. Olive Vacant Lot 2101 -2005 Hamilton 402 E. Milton 209 E. Indiana 1917 S. Olive 1246 N. Meade 205 S. Wellington It was noted that property owners had been advised to clean up the lots and had failed to comply. Upon a motion made by Mr. Hill, seconded by Mr. Leszczynski and carried, the request was approved. SPECIAL MEETING MARCH 31. 1981 There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Mr. Hill and carried, the meeting was adjourned at 9:25 a.m. Meeting to reconvene at 1:30 p.m. for the purpose of awarding the bid for the 1981 police vehicles. ATTEST: _ ate. z �- Q. 'd, Barbara J. By s, Cl&rk SPECIAL MEETING RECONVENED J hn E. Leszc yn i ichard L. Hill r 6 �5ieph E. Kernan MARCH 31. 1981 The special meeting of the Board of March 31, 1981, which had convened at 9:10 a.m. and adjourned at 9:25 a.m. reconvened at 1:35 p.m. for the purpose of awarding the bid for 1981 police patrol vehicles. The reconvened meeting was called to order by President John E. Leszczynski, with Mr. Leszczynski, Mr. Richard L. Hill and Mr. Joseph E. Kernan present. Deputy City Attorney Terry A. Crone was also present. AWARD BID - 1981 POLICE PATROL VEHICLES Chief of Services Spandward Mitchem and Safety Board Assistant Robert Potvin advised that they had reviewed the bids received by the Board and, based upon their review, recommended that the low bid of Mary Borr Chrysler in the amount of $7,863.89 per unit for the 1981 Chrysler LaBaron 4 -door Sedans be awarded. It was noted that the figure excluded rust- proofing which would be done in- house. Upon a motion made by Mr. Kernan, seconded by Mr. Hill and carried, the bid of Mary Borr was awarded in the total amount of $306,691.71. 9 There being no further business to come before the Board, the meeting was adjourned at 1 :45 p.m., upon a motion made by Mr. Leszczynski, seconded by Mr. Hill and carried. ATTEST: Barbara J. Byer g', Cle r.� A-A -A, 42 ichard L. Hill o eph . Kerna 1 1 1