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Home My WebLink AboutRejection of Quotes & Open Market- 2021 Crack Sealing Proj No. 121-020 ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER 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 June 8, 2021 Mr. Nick Lunn Cornerstone Construction Group LLC 6525 East 82nd. St. Castleton Park, Suite #117 Indianapolis, IN 46250 nick@cornerstone-constructiongroup.com RE: Rejection of Quotes – 2021 Crack Sealing – Project No. 121-020 Dear Mr. Lunn: At its June 8, 2021 meeting, the Board of Public Works approved the rejection of all quotes for the above referenced project due to one (1) quote exceeding funds for the project and one (1) quote which was deemed to be non-responsive. This project will proceed to the open market, in accordance with City procurement procedures. Thank you for quoting, and we hope you quote with us in the future. Please call this office if you have further questions regarding this matter at (574) 235-9251. Sincerely, /s/ Anne Fuchs Anne Fuchs, Clerk Enclosures AF/lh ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER 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 June 8, 2021 Mr. Jamie Brown Asphalt Restoration Services, LLC PO Box 2484 South Bend, IN 46680 arsllc@comcast.net RE: Rejection of Quotes – 2021 Crack Sealing – Project No. 121-020 Dear Mr. Brown: At its June 8, 2021 meeting, the Board of Public Works approved the rejection of all quotes for the above referenced project due to one (1) quote exceeding funds for the project and one (1) quote which was deemed to be non-responsive. This project will proceed to the open market, in accordance with City procurement procedures. Thank you for quoting, and we hope you quote with us in the future. Please call this office if you have further questions regarding this matter at (574) 235-9251. Sincerely, /s/ Anne Fuchs Anne Fuchs, Clerk Enclosures AF/lh INTER-OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENGINEERING TO: Anne Fuchs, Clerk Board of Public Works FROM: Finn Cavanaugh, Project Engineer, Division of Engineering SUBJECT: Reject Quotes Memo: 121-020 Crack Sealing DATE: June 1st, 2021 On May 25th, 2021, the Board of Public Works opened and read bids for the above project. The quoters ranked as follows: Bidder Total Quote Amount 1.Asphalt Restoration Services $78,300.00 2.Cornerstone Construction Group $229,928.16 The quote from Asphalt Restoration Services was non-responsive, since the Non-Collusion Affidavit was not included. Since another quote was received for this project, the Board cannot allow for the Non-Collusion Affidavit to be provided as a supplement post-submission. Engineering recommends that the quote from Asphalt Restoration Services is rejected. The next responsive quote, from Cornerstone Construction Group, exceeded available funds for the project. Engineering also recommends that this quote is rejected. With one quote non-responsive and the other quote above budget, thus both quotes recommended for rejection, the Engineering Division and Legal Department recommend that quotes for the project be re-solicited following the open-market procurement procedure. The City is authorized by Indiana Law to procure quotes on the open market given that all quotes are rejected and the reasons for these rejections have been established in writing. The Department of Public Works has appropriated sufficient funds from the 2021 Infrastructure Bond (PR-00008875). Please respond with any questions. Enclosed: Quote Tabulation QUOTE TABULATIONCrack Sealing 2021121‐020Crack Sealing 2021Item No. Line ItemQuantity UnitUnit PriceCostUnit PriceCostUnit Price Cost1Cracks in Asphalt Pavement, Seal9 TON$4,500.00 $40,500.00 $2,500.00 $22,500.00 $8,516 $76,642.742Cracks in Asphalt Pavement, Fill18 TON$4,500.00 $81,000.00 $3,100.00 $55,800.00 $8,515.86 $153,285.48Total$121,500.00$78,300.00 $229,928.22I hereby certify that the above truly and accurately represents bids received for this project on May 25th, 2021Finnian Cavanaugh, Project EngineerCornerstone ConstructionYESEngineer's EstimateAsphalt Restoration ServicesNon-Collusion AffadavitNOS:\Public Works\Projects\Projects by Year\2021 Projects\121‐020 2021 Crackseal Quote\1 ‐ Admin\1 ‐ BPW Documents\05252021 Opened Quotes\121‐020 Quote Tabulation.xlsx BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: June 1, 2021 Name: Finnian Cavanaugh Department of Public Works – Engineering Division BPW Date: June 8, 2021 Phone Extension: 5961 or fcavanau@southbendin.gov Required Prior to Submittal to Board BPW Attorney X Attorney Name Clara McDaniels Dept. Attorney Attorney Name Purchasing 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 2021 Crack Sealing Project Number 121-020 Funding Source 2021 Infrastructure Bond Account No. PR-00008875 (455-06-600-506-442001—) Amount $126,000 budget Terms of Contract NTE Purpose/Description Recommendation to REJECT quotes received at 5/25 meeting and go to open-market procedure. Please see attached memo. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ Total Percent of Change: Increase Decrease % ( %) Time Extension Amount: New Completion Date: