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Home My WebLink AboutAward Bid - Four (4), More or Less, 2020 or Newer Standard AWD 4-Door Utility Vehicles – Spec I - Jordan Ford GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS November 24, 2020 Ms. Debra Starkweather Jordan Ford 609 E. Jefferson Blvd. Mishawaka, IN 46545 dstarkweather@jordanauto.com RE: Award Bid – Four (4) or More, 2020 or Newer Standard AWD 4-Door Utility Vehicles – Spec I Dear Ms. Starkweather: The Board of Public Works, at its meeting held on November 24, 2020, awarded the above referenced vehicles to you for in the amount of $24,739 each, with a total amount of $123,695 for five (5). Enclosed please find a signed Bid/Proposal form. A representative from Central Services will be in contact with you. If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, s/Linda M. Martin, Clerk Enclosures November 1st, 2020 Board of Public Works 1308 County-City Building South Bend, IN 46601 Dear Board Members, The Central Services Division requests your permission to award Five (5) or more 2020 or Newer Standard AWD 4 Door Utility Vehicle to the lowest, most responsive, and responsible bidder – Jordan Ford. One for use by Water Works, two to be used by Building Department, and two to be used by Code Enforcement. •Five (5) Total The purchase price of $24,739.00 for one of these will be funded with proceeds from the 2020 Water Works Capital Budget. The purchase price of $49,478.00 will be funded with proceeds from the 2020 Building Department Capital Budget. The purchase price of $49,478.00 for Code Enforcement will be funded from the 2020 Lease. ***Denotes Most Responsive Bidder ***Jordan Ford– Spec I Description Qty. Unit Price Total 2021 Ford Escape AWD 5 $24,739.00 $123,695.00 Sub-Total $24,739.00 $123,695.00 Purchase Price $123,695.00 Local Vendor Discount (-1%) N/A Bid Comparison Price $123,695.00 If you have any questions or concerns regarding this matter, please do not hesitate to call. Sincerely, Jeff Hudak, Director Central Services Division JDH BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA PUBLIC WORKS CONTRACT THIS AGREEMENT, made and entered into this 24th Day of November, 2020, by and between, Jordan Ford, 609 E. Jefferson Blvd., Mishawaka, IN 46545, HEREINAFTER called the Contractor, and the Board of Public Works herein called the "Board". WITNESSETH: That the Contractor covenants and agrees to make the following improvement, as fully set out in the Request for Quotations, Standard Specifications, Special Provisions, Plans, and Bid Proposals, all of which are set forth as a part of this Contract, for: DESCRIPTION: FOUR (4) OR MORE, 2020 OR NEWER STANDARD AWD 4-DOOR UTILITY VEHICLES – SPEC I COMPLETION DATE: SEE SPECIFICATIONS AMOUNT: $24,739 EACH, TOTAL FOR FIVE (5) $123,695 FUNDING: PR-00003050 The unit prices for this improvement were those prices as received and accepted by the Board on the 13th Day of October, 2020. The Contractor further agrees to notify the Engineer when this improvement is completed. This notification shall be in the form of a Completion Affidavit, signed by the Contractor. Upon final acceptance of the improvement by the Engineer, the Contractors final estimate will be presented to the Board for final Payment with one (1) copy of the Completion Affidavit and one (1) copy of a Waiver of Lien. BOARD OF PUBLIC WORKS JORDAN FORD Gary A. Gilot, President Elizabeth A. Maradik, Member Printed Name Therese J. Dorau, Member Jordan V. Gathers, Member Signature Joseph R. Molnar, Member Attest: Linda M. Martin, Clerk CERTIFICATION (To be completed if Contractor is a Corporation) I,, certify that I am Secretary of the Corporation named as Contractor herein; that who signed this Agreement on behalf of the Contractor was then of said Corporation; that said agreement was duly signed for and in behalf of said Corporation by authority of its governing body, and is within the scope of its corporate powers. Secretary Corporate Seal BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date October 5, 2020 Name Jeff Hudak Department Central Servies BPW Date October 13, 2020 Phone Extension Review and Approval Required Prior to Submittal to Board Diversity Compliance and Inclusion Officer Officer Name BPW Attorney Attorney Name Clara McDaniels Dept. Attorney Attorney Name Purchasing Michael Schmidt Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award 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: Ease./Encroach Required Information Company or Vendor Name New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name AWD 4 Door Utility Vehicle Project Number Funding Source Building Cash 2020 Capital Budget, Code Lease, Water Cash 2020 Capital Budget Account No. Building 600-13-060-060-445000 Code 230-12-300-100-445000 Water 622-06-604-620-445000 Amount Building $50,000 Code $40,000 Water $33,000 Terms of Contract Building-Cash, Code-Lease, Water-Cash Purpose/Description AWD 4 Door Utility Vehicle For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ 07/24/2018 NOTICE TO BIDDERS Notice is hereby given that the City of South Bend, Indiana, will receive electronic sealed bids at bpwbids@southbendin.gov, until the hour of 9:30 a.m. Local Time, on October 13, 2020, for the following: Spec I-Four (4) More or Less 2020 or Newer Standard AWD 4 Door Utility Vehicle The Title of the Bid as described above must be included in the subject line of the email to which you have attached your bid. The name of the company/vendor, address, contact email address and phone number must be included in the body of the email. Detailed instructions and information, including the link to the Reserved Mailbox for electronic bid submittals, is available at southbendin.gov/bids. Specifications are available for download by visiting the City of South Bend’s web page at southbendin.gov/bids: Χ Click on “I’m Looking For” Χ Click on “Doing Business in South Bend” Χ Click on “City Contracts – Invitations to Bid” Χ Click on the “Required Link” to register your company. You must register to receive addenda and updates to the specific bid you are interested in. Failure to do so could render your bid non-responsive to the specifications. There is no charge for the specifications. The specifications are also available for review only during regular working hours in the Department of Public Works, Ste. 1316, County-City Building, 227 W. Jefferson Blvd., South Bend, Indiana 46601. Bids received after 9:30 a.m., Local Time, on October 13, 2020, will be returned unopened. Bids must be on the City of South Bend Bid/Proposal form provided, which includes a Non-Debarment Affidavit, Non-Discrimination Commitment form, and a Non-Collusion Affidavit Form. An electronic copy of a Certified Check or Bid Bond in the amount of not less than 10% must be submitted with the bid. The awarded bidder will be required to send the original check or bid bond via USPS. A refund of the bid security will be issued upon satisfaction of Bid Award. The Board reserves the right to reject any or all bids or to accept a full or partial award of the bid or bids which, in its judgment, will be to the best interests of the City of South Bend. If the Board elects to award the base bid plus an alternate(s), the Board will look at the totality of the cost when determining the lowest, most responsible bid. The Board may reject any bid that does not conform to these requirements as non-responsive. BOARD OF PUBLIC WORKS Linda M. Martin, Clerk Publish two times: September 11, 2020 September 18, 2020 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date November 5, 2020 Name Jeff Hudak Department Central Services BPW Date Phone Extension Review and Approval Required Prior to Submittal to Board Diversity Compliance and Inclusion Officer Officer Name BPW Attorney Attorney Name Clara McDaniels Dept. Attorney Attorney Name Purchasing Michael Schmidt Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award 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: Ease./Encroach Required Information Company or Vendor Name Jordan Ford New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name Spec I AWD 4 Door Utility Vehicle Project Number Funding Source Building Cash 2020 Capital Budget, Code Lease, Water Cash 2020 Capital Budget Account No. Building 600-13-060-060-445000 Code 230-12-300-100-445000 Water 622-06-604-620-445000 Amount Building $49,478.00 Code $49,478.00 Water $24,739.00 Terms of Contract Building-Cash, Code-Lease, Water-Cash Purpose/Description AWD 4 Door Utility Vehicle For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $