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Home My WebLink About04/12/07 Special Mtg Board of Public Works MinutesPECIAL MEETING ~~ ..? APRIL 12, 2007 A special meeting of the Board of Public Works was convened at 8:05 a.m. on Thursday, April 12, 2007 by Board President Gary A. Gilot, with Board Members Carl P. Littrell and Donald E. Inks present. Also present was Board Attorney Cheryl Greene. ADDITIONS TO THE AGENDA Mr. Gilot noted that these were not additions to the agenda, but clearing up of some issues of attempted delivery of two pre-qualifications for the exterior facade of 101 North Michigan Street, Project Number 107-031, and one Quote for the South Well Field and the North Well Field process control equipment, Project Numbers 107-021 and 107-023. Mr. Gilot made a motion to accept the amended and posted agenda. Mr. Littrell seconded the motion, which carried. AWARD BID -LAWN MOWING AND MAINTENANCE SERVICES (CODE ENFORCEMENTI Mr. Matt Chlebowski, Central Services, advised the Board that on March 12, 2007, bids were received and opened for the above referred to services. After reviewing those bids, Mr. Chlebowski recommends that the Board award the bid to the lowest responsive and responsible bidder, CFH Landscape Services, 813 South Michigan Street, South Bend. Mr. Gilot made a motion to accept the recommendation of the unit price award and award the mowing for approximately 180 City owned lots mowed eight (8) times at $19.50 per lot to CFH Landscape Services. Mr. Inks seconded the motion, which carried. Mr. Gilot made a motion to accept the recommendation for the unit price of $19.50 per lot for any City Redevelopment lots that conform to the original Bid specifications that were bid at $19.50 per lot, and re-quote the odd sized lots that were bid at lesser amounts. The motion was seconded by Mr. Inks and carried. Mr. Gilot made a motion to award the unit price bid of $25.00 per lot for Code Enforcement cited lots, subject to financing. Mr. Littrell seconded the motion, which carried. AWARD VEHICLE BIDS Mr. Matt Chlebowski, Central Services, advised the board that on March 8, 2007 Bids were received and opened for City vehicles. After reviewing those bids, Mr. Chlebowski recommends that the Board award the Bids as outlined below: VEHICLE ' ,TOTAL ' MOTION/ SPEC ' .LOWEST BIDDER VEHICLE PRICE/ AMOUNT : SECOND- NAME COMPANY NAME DESCRIPTION OPTION AWARDED ED PRICE ~. ' PER VEHICLE C Gates Chevy World 2007 or Newer 401 South Lafayette Chevrolet Front Wheel Blvd., South Bend Drive Police Patrol Vehicle $18,195.00 Option A 15 at Gilot/ $1,385.00 $19,580.00 each Littrell F Jordan Automotive 2007 Ford Explorer, Inks/ Group, 609 E. 4x4 4-Door Utility Gilot Jefferson Blvd., Vehicle 1 at $20,660.00 Mishawaka $20,660.00 each G Jordan Automotive 2008 Ford F550, Heavy Gilot/ Group, 609 E. Duty 16,500 lb GVWR Littrell Jefferson Blvd., 2007 Chassis 1 at $32,168.00 Mishawaka $32,168.00 each H Gates Chevy World 2007 Chevrolet '/2 Ton 401 South Lafayette All-Wheel Drive Cazgo Blvd., South Bend Van $21,224.00 Window in Rear 1 at $21,330.00 Gilot/ Door/Slider $106.00 each Inks I Jordan Automotive 2008 Ford F250 3/4 Ton Gilot/ Group, 609 E. 2-Wheel Drive Pick-Up Littrell Jefferson Blvd., Truck 1 at $16,606.00 Mishawaka $16,606.00 each 1 1 (! } SPECIAL MEETING APRIL 12, 2007 ~- -~ 1 VEHICLE > TOTAL MOTION/ -SPEC `' LOWEST BIDDER' - VEHICLE ~ PRICE/ :' AMOUNT 'SECOND-" NAME COMPANYNAME DESCRIPTION OPTION' AWARDED ED , .. PRICE PER VEHICLE J Jordan Automotive 2008 Ford F250 3/4 Ton Group, 609 E. 4-Wheel Drive Pick-Up Jefferson Blvd., Trucks with Plow Mishawaka $19,212.00 Plow $3,700.00 Spray Bed Liner 4 at $23,237.00 Gilot/ $325.00 each Inks A motion made by Mr. Inks, and seconded by Mr. Littrell, to award Gates Chevy World the Bid of $11,600.00 for one (1) Pre-Owned 2006 Mid-Size Four-Door Sedan, was withdrawn by Mr. Inks and the Bid award for all Pre-Owned Sedans was tabled. Mr. Gilot noted that the difference in price on a Chevrolet Malibu and a Chevrolet Cobalt was only $800.00. He asked Mr. Chlebowski to do a future cost analysis on engine durability and gas mileage to see if the savings was cost effective. ACCEPTANCE OF LATE PRE-QUALIFICATIONS -.101 NORTH MICHIGAN STREET EXTERIOR FAQADE - PROJECT NO. 107-031 Mr. Gilot stated that at the Board of Public Works meeting of April 9, 2007, Pre-Qualifications were opened for the exterior fagade of 101 North Michigan Street, Project Number 107-031. Mr. Gilot noted that these were just pre-qualifiers, no dollar amounts were involved. On Monday afternoon the Board received two additional envelopes for the pre-qualifications, after the 9:30 a.m. deadline. The packages were originally delivered to the County Commissioners office, Room 732 at 7:40 a.m. They did not bring them to the Board's office until 1:30 p.m. Mr. Gilot made a motion that the pre-qualifications be accepted and added to the list. Mr. Inks seconded the motion and the pre-qualifications were accepted from the following businesses: WESTERN WATERPROOFING COMPANY, INC. 4143 Kingman Drive Indianapolis, Indiana 46226 Pre-Qualification was signed by Mr.Joseph Marano TRISCO SYSTEMS, INC. 2000 Baty Road Lima, Ohio 45807 Pre-Qualification was signed by Mr. Brian Walter ACCEPT AND OPEN QUOTE -SOUTH WELL FIELD AND NORTH WELL FIELD PROCESS CONTROL EQUIPMENT - PROJECT NO. 107-021_AND PROJECT NO. 107-023 Mr. Gilot stated that on April 9, 2007, the Board of Public Works accepted and opened Quotes up to 9:30 a.m. for the above equipment. At 1:59 p.m. on the same day, United Parcel Service delivered an un-opened quote for the above equipment from Peerless-Midwest, Inc., 55860 Russell Industrial Parkway, Mishawaka. A tracking record showed that an attempt to deliver the quote on Good Friday, Apri16, 2007, was unsuccessful due to the Board's office being closed for the holiday. United Parcel Service kept the package, and attempted delivery again on Monday, Apri19, 2007, after the 9:30 a.m. deadline. In a Memorandum to the Board, Mr. Thomas Bodnar, Legal Department, stated that the only legal limitation upon the Board's discretion in the facts before us is whether or not the late receipt of the quotation gave a substantial advantage to J & L, and it could not have. Mr. Bodnar went on to state that the Board is within its discretion to accept the quote, open at a public meeting, and if the quote is found to be the lowest responsive and responsible one, award the contract to Peerless-Midwest. Therefore, upon a motion made by Mr. Inks, seconded by Mr. Littrell and carried, the Board rescinded the original award to Bender Electric, waved the irregularities on mailing and accepted and opened the Quote from Peerless Midwest. The quote from Peerless Midwest for the previously mentioned equipment was for $65,000.00. The Quote was referred to the Water Works Department for review. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Gilot, seconded by Mr. Littrell and carried, the meeting adjourned at 8:44 a.m. 3 A SPECIAL MEETING s... ATTEST: i da M. Martin, Clerk APRIL 12. 2007 BOARD OF PUBLIC WORKS ~~~ ~. ~ Gary A. Gilot, President ~'~~u~ Carl P. Littrell, Member ~~ ~%.~ ~~ Do ald E. I s, Member 1 1