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Home My WebLink AboutRescind Bid Award - Spec U One or More 2018 or Newer Compact Track Loader - Hull Lift Truck1316 COUNTY -CITY BUILDING 227 W.JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1930 Sue Wilson Hull Lift Truck, Inc. 28747 Old US 33 Elkhart, IN 46516 1865 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD IC WORKS November 13, 2018 PHONE 574/235-9251 FAx 574/235-9171 RE: Rescind Bid Award — One (1) or More, 2018 or Newer, Compact Track Loader — Spec U Dear Ms. Wilson; The Board of Public Works, at its meeting held on November 13, 2018, approved to rescind their previous bid award due to the scrivener's error in your bid amount when the amount was transferred from the wrong line on the invoice to your bid sheet. The Board recognized that you have a long history of bidding with the City, this is out of character for your company, and this does not appear to be bidder's regret and in fact is an easily recognizable scrivener's error. Those facts weighed in to their decision to rescind the award without penalty. The Board noted this is a very narrow instance and will not affect the future policy of the Board. Enclosed please find your bid security check. Thank you for bidding, and we hope you bid with us in the future. Please call this office if you have further questions regarding this matter at (574) 235-9251. Sincerely, Linda M Martin, Clerk Enclosure GARY A. GILOT SUZANNA M. FRItZBERG ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU 120ON County -City Building 227 W. Jefferson Blvd. South Bend, Indiana 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR Phone 574/235-9216 TTY 574/235-5567 Fax 574/235-9928 DEPARTMENT OF ADMINISTRATION AND FINANCE November 6, 2018 Board of Public Works 1308 County -City Building South Bend, IN 46601 Dear Board Members, The Central Services Division requests that the Board of Public Works rescind its award made on October 9, 2018 of Spec U - One (1) or more 2018 or Newer Compact Track Loader, to Hull Lift Truck, Inc. ("Hull"). Hull incorrectly transferred a number from the manufacturers invoice to the City's bid sheet. This error resulted in a base bid nearly 50% lower than the competition and clearly incorrect. Upon notice of the award, Hull immediately contacted Central Services and explained the error and asked that its bid be disqualified. Central Services independently reviewed the entire bid and was able to easily recognize the error simply by looking at the paperwork submitted in Hull's bid. No other bidder will be prejudiced through the disqualification of Hull's bid. The Board of Public Works is hereby requested to disqualify the bid and award to the next lowest and responsible bidder. If you have any questions or concerns regarding this matter, please don't hesitate to call. Sincerely, w Jeff Hudak Central Services Division BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date October 31, 2018 Department Public Works Name Scott Kreeger Division/Bureau Engineering BPW Date November 13, 2018 Phone Extension 9245 ...... �.. ..._._............................. Re uire _._.. � Submittal to Board .....�.... __._............._.__ ��.............��...��.._...... �_�� d Prior to �..�....._. .a....... ... _ �....�� Legal ® Attorney Name: Clara McDaniels Controller ❑ Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing ❑ Michael Schmidt ��_............... �_ ._........_ . .._.._. Check the Appropriate _..... _._.. ._......_..................... ....—...... ....... Item Type — Required for All Submissions ❑ Agreement Amendment [] Contract ❑ Proposal Addendum [� Professional Services [-] Resolution Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet Quote Opening E] Quote Award Change Order No. C/O & PCA No. ❑ PCA El Ease/Encroach. I Traffic Control: M Other: Receipt of cr000sa Required Information H Required Contractor's Certification Forms Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.) . Required For Change Orders Only mmm-__........ ..� ........._ Amount of El Increase $ ....n ...m�._._�.........,,,._�.��. ...... ❑ Decrease $ Previous Amount $ Current Percent of Change — New Amount $ BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 11 /6/18 Name Jeff Hudak Department Central Services BPW Date 11/13/18 Phone Extension 574-235-9316 Required Prior to Submittal to Board Legal ® Attorney Name Clara McDaniels Controller review is required for all Contracts $5,000.00 or more Controller ❑ and greater than one year in length per the City Purchasing Policy Purchasing Check the P H Agreement ❑] Professional Services Bid Opening ❑] Quote Opening I] Chg Order No. EJ Ease./Encroach. M Other: Rewind sward Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Michael Schmidt ►riate Item T Contract ❑ Bid Award ❑ Quote Award ElC/O &PCANo El Traffic Control �Re uq fired for All Si ElProposal ❑ Req. to Advertise ❑ PCA ❑ Resolution n Claim Addendum ❑ Title Sheet Rescind the Award to Hill Lift Truck„ Inc. ............. ❑ Yes F] If Yes, Approved by Purchasing........... ❑ No ❑ MBE Completed E-Verify Form Attached F] Yes ❑ WBE ❑ No Spec U - One (1) more or less 2018 or Newer Compact Track Loader Street Department - 20206074313801 and 20 206074313802 $ $66,709.53 includes all alternates, backup camera and trade in discount. Rescind Award: For Change Orders Only ..._ �....� .m ... .... ❑ Increase Amount of $ ......_ El Decrease $ Previous Amount _............................. .................................................._...._�....�_ ,gym Current Percent of Change: %�,,,. ............................................... _.�....- .............. ..... �..u. ��... New Amount $ Total Percent of Change: % PO No. Dispersal After Approval Copy Original ® ❑ Jeff Hudak, Central Services ®] Terri Swift, Street Department m.�............................................. ........... 1316 COUNTY -CITY BUILDING 227 W.JEFFERSON BOULEVARD So TH RENr>. IrvmANA 46601-1930 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 9, 2018 Sue Wilson Hull Lift Truck, Inc. 28747 Old US 33 Elkhart, IN 46516 PHONE 574/ 235-9251 FAx 574/ 235-9171 RE: Award Bid — One (1) or More, 2018 or Newer, Compact Track Loader — Spec U Dear Ms. Wilson: The Board of Public Works, at its meeting held on October 9, 2018, awarded the above referenced bid to you in the amount of $66,709.53 for all Alternates, Back -Up Camera, and Trade -In Discount. A representative from the Central Services Department will contact you regarding the bid award. Please call this office with any questions regarding this matter at (574) 235-9251. Sincerely, Li1ida M. Martin, Clerk Enclosure GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK TAMES A. MUELLER THERESE J. DORAU BID/PROPOSAL CITY OF SOUTH BEND f A BID NAME Spec U — One (1) or More 2018 or Newer Compact Track Loader FOR BIDS DUE September 25, 2018 at 9:30mma.m............... Compact Track Loader Item Est. Item Manufacturer Unit Price No. Qty. 1 T770 Bobcat $32,547.16 Alternates —............................�w Description .... �........................ __ Cost Total 1 Standard bucket with bolt on blade ..................._$1,853.20 $1853.20" ...................................... 2 .......... 48" pallet forks ........ $763.25 ......................... $763.25 .......... 3 .......... ............... _ 24" cold planer . $20,371.25 ........ $20,371.25 . 4 72" broom with water ........ $7,331.67 ........................................ $7,331.67 5 Trailer - The following are minimum — $11,273.00 $11,27 _ . 3.00 specifications for a trailer to haul the above Skid Steer Loader. Kauffman OPTION FOR 18' tilt bed 22' or equal 17,000 lbs. $10,687.00 $10,687.00 minimum capacity, hydraulic brakes, metal deck, plate fenders, 48" ramps, adjustable tow eye, all lights and safety ec)uipment to meet DOT standards. Option for backup camera $1,070.00 Delivery Date 90 Days. Year Make/Model — Trade In Unit Price 2001 Unit 222, New Holland LS 180Skid Loader, SN#188958 $8500 Bidder (Firm): Address: 28747 OLD US 33 WEST City/State/Zip. ELKHART, IN 46516 Telephone Number: 574-293-8651 Fax Number: 574-293-9769 MIKE GRIFFY. .......... By