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Home My WebLink AboutRatify Quote Award - Recommendation of Award for Replacement of Damaged Gate at Street Dept. - Milestone Fencen 1316 COUNTY -CITY BUILDINGl ng PHONE 574/ 235-9251 227 W. JEFFERSON BOULEVARD ^`.' FAX 574/ 235-9171 SOUTH BEND_ INDIANA 46601-1930 w: I i'6 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARDF PUBLIC WORKS November 12, 2019 Mr. Chris Loftus Milestone Fence LLC. 13399 McKinley Hwy. Mishawaka, IN 46545 RE: Ratify Quote Award Dear Mr. Loftus: The Board of Public Works, at its meeting held on November 12, 2019, ratified the above referenced award for the replacement of the damaged gate at the Street Department in the amount of $14,250. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR DEPARTMENT OF PUBLIC WORKS Eric Horvath, Director November 5, 2019 TO: Board of Public Works FROM: Terri Swift RE: Ratification of Quote Award — Gate at Street Department Under the authority granted to me by the Board of Public Works on October 22, 2109, 1 solicited quotes for the replacement of the damaged gate at the Street Department. The deadline for responding was Friday, November 1, 2019 by 4:30 p.m. I solicited quotes from the following businesses — Mike's Fencing, Milestone Fencing and Schuell Fencing. Responses were as follows: Mike's Fencing — no quote was received by the deadline; consider non -responsive Milestone Fence — received quote by deadline; consider responsible & responsive Schuell Fence — no quote was received by the deadline; consider non -responsive In light of the above, I awarded the quote in the amount of $14,250.00 to Milestone Fence and respectfully ask that you ratify the same. 1 Rowrd Of .w MILESTONE FENCE LLC 40AFA MEMBER w 0. American Fence NbuiamLA&s=ATKV4 13399 McKinley Hwy Association oFFIloutCBLgLDHRs Mishawaka, IN 46545 (P)574-259-3101 (F) 574-259-310 _... ......_.. ................ .------------ .. .......-"�_...._.._ ...... PROPOSAL SUBMITTED TO: CITY OF SOUTH BEND PHONE: 574-235-7567 DATE: 10/24/2019 STREETmADDRESS: 331 S LAFAYETTE BLVD JOB NAME: SOUTH BEND CITY GARAGE STATE & ZIP: SOUTH BEND, IN 46601 JOB LOCATION: _. CITY,CON: SOUTH BEND, IN 46601 ITY, ATTENTION TERRI NS: FAX SWIFT DATE OF PLANUMBER: _..... .............. _......... WE HEREBY SUBMIT SPECIFICATIONS AND ESTIMATES FOR: BID TO FURNISH NEW ALUMINUM TRACK CHAINLINK GATE AND PHOTO EYE DAMAGED BY VEHICLE 34' X 8' TALL. GATE AND HARDWARE INCLUDED. 2 WEEK LEAD TIME ON MATERIALS. SUM: $14,250.00 PLEASE READ TERMS AND CONDITIONS ON REVERSE SIDE Payment toITbewmade as follows 50% DOWN, BALANCE DUE ON INVOICE AUTHORIZED SIGNATURE: CTIRIS 110k° .FUS NOTE: THIS PROPOSAL MAY 13F WITHDRAWN BY US IF NOT-A.C`CF'P'IED WITHIN 30 DAYS_ I HAVE. EXAMINED TFIF ABOVE PROPOSAL, READ -1 HE TERMS AND CONDITIONS ON'i HE. REVERSE SIDE FOR -1 HE CONTRACT, AND THEY ARE HEREBY A.CCEP-LED, ACCEPTED Your estimated installation date is approximately weeks from the receipt date of your deposit. Many factors are taken into consideration when scheduling and natural causes may affect your estimated installation date. Deposits are non-refundable until 2 weeks after your estimated installation date. INITIAL We take twa re of obtainine all felici g permits. m(�.imetiel'a 1 tLIC r-ic i fi rouI� d illt�� .t�n.rlW_�st, la�ate. Ifwtlle ��si of ermits is not fi q�ed,into your tical the ep rmit ffee will be added to the final invoice, Terms and Conditions Acceptance • Contract must be signed and a 50% deposit made. • All dates are tentative and subject to change due to weather, underground utility locates and ETC... • Once contract is signed and materials are ordered, contract is not subject to cancellation due to date discrepancies as all dates are tentative. • Milestone Fence takes care of obtaining all fencing permits. Generally, the price is figured into your estimate. If the cost of permit is not figured into your quote, the permit fee will be added to the final invoice. • Customer is responsible for getting property surveyed. • If customer is unwilling to have the property surveyed, it is the customer's responsibility to stake out and sign off on the location of the fence lines and accepts the responsibility for all costs incurred to have the materials moved due to conflict with the property lines. • Milestone Fence will call in all public underground utility locates prior to beginning the proposed work. Customer will inform us of any private utility lines that will not be located by a standard utility locating company, including, but not limited to, private electric, gas, cable/fiber optic, water/sewer, phone or septic. If private utilities are present, a private locate MUST be done prior to starting work. If private locates need to be done it will be at the owner's expense. If the customer declines to have private locates done, Milestone Fence will order a private locate to be done and any fees and expenses associated with said private locate will be added to the final invoice. If damage occurs during the course of fence installation, the expense for repair will be borne by the customer only. • During the course of this job, any change or addition requested by the customer that is not part of the accepted proposal but becomes part of the scope of work, will have a change order written and signed by the customer and a representative of Milestone Fence. No additional materials or labor will be ordered until a signed change order is received. Additional material and labor costs will be added to the final invoice. • Once contract is signed, customer is subject to a 25% restocking fee for materials in the event of cancellation. All materials are special order. • Contract must be paid in full upon completion of work. All balances are considered delinquent after 30 days. (Unless otherwise specified) • Customer understands there is no warranty on wood fence materials and all manufacturer warranties only cover materials, not labor. It will be the customer's responsibility to cover labor warranty issues. Terms • Customer is to pay invoice in full at the time of completion unless otherwise specified in writing. • A finance charge of 1.5% per month, which is an annual percentage rate of 18%, will be applied to previous balance due. • Milestone Fence LLC reserves the right to place a lien on the property if payment is delinquent. • Customer agrees he/she shall be liable for all court costs, attorney's fees and expenses incurred by Milestone Fence LLC in the collection of any amount due it for work performed and materials supplied pursuant to this contract. • In the case payment is not made as specified, Milestone Fence LLC reserves the right to possess all materials used on this job without recourse. ❑ I, have thoroughly read, understand and agree to all terms and conditions set forth in this contract. Request for Quotation Furnish, deliver and install gate and photo eye for City of South Bend Street Department — south entrance to yard: • 8' x 34' — 2" square aluminum tubing construction w/chain link, painted black to match existing fencing Gate and photo eye must be compatible with existing structure, rail, and opener components NOTE: Delivery and installation must be completed no later than 2 weeks after notification of quote award. Delivery and installation must be coordinated with contractor installing RFID opener system. Existing gate can be inspected at the City of South Bend Street Department at 731 S. Lafayette Blvd. between the hours of 8:00 am and 3:00 pm. Please respond via e-mail with your quotation to: Terri Swift tswift southbendin.goy Quotes must be received no later than 4:30 p.m. on Friday, November 1, 2019. Terri Swift From: Terri Swift Sent: Thursday, October 24, 2019 1:05 PM To: 'Chris Loftus j j ji, off 0'0,n)' Subject: Request for Quotation - City of South Bend Street Department Attachments: Request for Quotation - South Gate - COSB Street Department 10242019.docx To Whom it May Concern: We are soliciting quotations for replacement of the damaged gate at the City of South Bend Street Department. Please see attached for specifics on the scope of work. If you have any questions, please contact me via return e-mail or call to the number below. Also, if you choose not to quote this project, please let me know that as well. Thank you. Tl-e; )WIp City of South Bend Streets, Sewers, Traffic & Lighting 731 S. Lafayette Blvd. South Bend IN 46601 574/235-7567 (F) 574/235-9272 tswift@southbendin.gov EXCELLENCE ACCOUNTABILITY °" INNOVATION INCLUSION E m p id ire � m�u r� wmar w m ti� a��x iva��uxr� ir�i mrvwi�i�rirrr �R� H Hxrrr �o mi � ��roi mtia ��Au i�o� ism � w m n�wi rwi�� mmm m gum m umGammoffiNmuisumm immm movolhoo 1 Terri Swift From: Terri Swift Sent: Thursday, October 24, 2019 12:59 PM To: Subject: Request for Quotation - City of South Bend Street Department Attachments: Request for Quotation - South Gate - COSB Street Department 10242019.docx To Whom it May Concern: We are soliciting quotations for replacement of the damaged gate at the City of South Bend Street Department. Please see attached for specifics on the scope of work. If you have any questions, please contact me via return e-mail or call to the number below. Also, if you choose not to quote this project, please let me know that as well. Thank you. T��; oalp City of South Bend Streets, Sewers, Traffic & Lighting 731 S. Lafayette Blvd. South Bend IN 46601 574/235-7567 (F) 574/235-9272 tswift@southbendin.gov EXCELLENCE °+ ACCOUNTABILITY + INNOVATION INCLUSION °" E �o��u r�awiuuuumm�imimi�i�o�i¢roi��n��wuHJ�mo�m�W�mwoiww��umu��n�momwuwu�u �uu�� +��i�uie��cu��oru��um��i��w�ni��uuu�uMwsmurv�� ow�ti�wimuim��urr�rm�oi�o�i��ui�m�� embr�tiuwaw� 1 Terri Swift From: Terri Swift Sent: Thursday, October 24, 2019 1:12 PM To: info@s,If I; Subject: Request for Quotation - City of South Bend Street Department Attachments: Request for Quotation - South Gate - COSB Street Department 10242019.docx To Whom it May Concern: We are soliciting quotations for replacement of the damaged gate at the City of South Bend Street Department. Please see attached for specifics on the scope of work. If you have any questions, please contact me via return e-mail or call to the number below. Also, if you choose not to quote this project, please let me know that as well. Thank you. T111.� owlp City of South Bend Streets, Sewers, Traffic & Lighting 731 S. Lafayette Blvd. South Bend IN 46601 574/235-7567 (F) 574/235-9272 tswift@southbendin.gov EXCELLENCE + ACCOUNTABILITY "40 INNOVATION 0, INCLUSION + E !�NY1M�VfR�,I�VGi�H�NRIV1�MNMiVr9!�I,"ltldYC�IIXpPo'Id�p'p�kB�ll�A'�+�IiiG�,W'��WVnXflN�ol'iIYVPNi,�'FIuYI�,ti'Md;��I�vfVY�JC�9!�V7Nk'%�I�WVM1,'I�VJ4'�!,�G'�'!�PfvhV��h��X4XMrvPMPMflFUlY11'dtl�gAb �C�YUr"S�iC�"u�'WN6�f�Y6tti�',"I�WGti�INWWwIY!Y�47k1�INM@Y'1YIdMN'�YIM'M'R�I ll'tlneWlVVfd�I;�II�#�W�'WPIMM1Yfl�N1�'fl,�'GI�N�/N V�INII�NN 1 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 10/16/19 ��.w�_.��..........��.........e.— --- _................��_��....�................. Department Name Terri Swift/Sean Ward Streets/Sewers BPW Date 10/22/19 Phone Extension 7567 -..u'mltta�Ml� to Board .�1 Pnor to S.......N000.. s BPW Attorney X Attorney Name Clara Dept. Attorney ❑ Attorney Name Purchasing x❑ Michael Schmidt Check the Apkr;,q' priat 'lte�na y ll ,- yl rew R All Submissions Professional Services Agreement ❑ Contract Proposal— ❑ Open Market Contract ❑ Amendment/Addendum E] Special Purchase, QPA ❑ Bid Opening ❑ Bid Award EJ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ® Quote Award Reject Bids/Quotes ❑ Proposal Opening ❑ C/O & PCA No. ❑ PCA ❑ Chg. Order, No. ❑ Traffic Control ❑ Resolution Other: Allow Terri Swift to A T'k %0 Ease./Encroach Rrr and QI Pul6liC or r~v as II n of BPW pursuant to IC 36-1-12 a t wr a motes r� t "lf Company or Vendor Name Yes ti.,m. .��.�...�,...�_._... .............—._._._.��.�.0 ,.,....._ New Vendor ❑ ❑ If Yes, Approved by Purchasing No MBE/WBE Contractor ❑❑ WBE Completed E-Verify Form Attached ❑ No Project Name Gate Replacement - Street Department u ... _... Project Number g p Maintenance Funding Source �MVH/Sews e O wsw& Matn _. .... --. Account No. 202-0607-431.36-01/641-0621-792.36-01 Amount Terms of Contract Purpose/Description Gate damaged by wind during storm of 9/27 28; caused stress fractures b metal framework, twisted entire structure — not repairable. Amount of Increase $ El Decrease _ H ,...,.w..w „u,...,,,.,., Previous Amount $ Increase /o Current Percent of Change: Decrease (w ...__ 0 04 . New Amount $ BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 11/5/19 �....................... _��_�.�......,�,�.__.�...��_..._��.._._..�....�..._.�. Department Name Terri Swift/Sean Ward Streets/Sewers BPW Date 11/12/19 Phone Extension 7567 Required Prior to Submittal to Board _�....... _ _...__ ....-_. .... ..._ .. _u BPW Attorney X Attorney Name Clara Dept. Attorney Attorney Name Purchasing x0 Michael Schmidt Professional Services Agreement LJ Contract n Open Market Contract ❑ Amendment/Addendum ❑ Bid Opening Bid Award ❑ Quote Opening Quote Award [� Proposal Opening C/O & PCA No. ❑ Chg. Order, No. ❑ Traffic Control Z Other: Ratify Quote Award awarded under authority: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of Previous Amount Current Percent of Change New Amount Total Percent of Change: Time Extension Amount: New Comnletion Date: LJ Proposal ❑ Special Purchase, QPA ❑ Req. to Advertise ❑ Title Sheet E] Reject Bids/Quotes PCA Resolution ❑ Ease./Encroach ❑ Yes❑ If Yes, Approved by Purchasing No ❑ WBE Completed E-Verify Form Attached Nos Gate Replacement — Street Department MVH/Sewage Ops & Maintenance 202-0607-431.3 6-01 /641-0621-792.3 6-01 Gate damaged by wind during storm of 9/27-28; caused stress fractures tc metal framework, twisted entire structure — not repairable. Increase $ Decrease A$ Increase % Decrease Increase % 0 Decrease /o )