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Home My WebLink AboutAward Quote - El Campito Fencing Proj No. 121-043 - Custom Fencing Company 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 September 14, 2021 Mr. Rich Kujawa Custom Fencing Company 2265 Reum Rd. Niles, MI 49120 info@customfencemichiana.com RE: Quotation Award – El Campito Fencing – Project No. 121-043 Dear Mr. Kujawa: At its September 14, 2021 meeting, the Board of Public Works awarded the above referenced quotation to you in an amount not to exceed $23,994. Please forward the following documents in one submittal by September 28, 2021 to my attention for Board of Public Works approval at lhensley@southbendin.gov : 1) One (1) signed original of the Contract (enclosed); and 2) Certificate of Insurance naming the City of South Bend as an additional insured. If you have any further questions regarding this matter, please call this office 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: Award Memo 121-043 El Campito Fencing DATE: September 1st, 2021 On August 24th, 2021, the Board of Public Works opened and read quotes for the above project. The bidders ranked as follows: Bidder Total Quote Amount 1.Custom Fence Michiana $23,994.00 One addendum was issued to all planholders on Friday, August 20th, 2021 prior to the bid. The addendum contained clarifications and answers to questions presented at the on-site pre-quote walkthrough, held Thursday, August 19th, 2021. The addendum did not constitute a change to the scope of work but primarily clarified material specifications for the fence. Only one planholder, Custom Fence Michiana, submitted a quote to the Board of Public Works by the deadline. This quote submission did not contain the required Acknowledgement of Receipt of Addendum form. At the advice of the Board’s legal representative, Engineering contacted the bidder. The bidder stated that the form was omitted in error – they had received the addendum upon its issuance, signed the Acknowledgment form, and prepared their quote with the addendum in mind, but neglected to attach said form with their submission. The quote Custom Fence had submitted to the Board contained notes and calculations referencing the material specifications given in the addendum, and Custom Fence was present at the pre-bid meeting at which these specifications were discussed, so Engineering and Legal found a level of assurance that Custom Fence prepared their quote with the addendum in mind. Custom Fence Michiana provided the necessary form with its original dated signature following this communication with Engineering. Considering the totality of all circumstances, including the nature of information given in the addendum, as well as the assurance given in the submitted quote that the correct material specifications were considered, and that no other quotes were received by the deadline, Engineering and Legal determined that the quote should be considered responsive. Engineering recommends award of the quote to the lowest responsive and responsible bidder, Custom Fence Michiana, in the amount of $23,994.00. The Department of Public Works has appropriated sufficient funds from Fund 422 - 2020 (Fund #422-10-102-121-431000--PROJ00000233) (Requisition #PR-00010211). Please respond with any questions. Enclosure Bid Tabulation BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA PUBLIC WORKS CONTRACT This Agreement is made and entered into this 14th Day of September, 2021, by and between Custom Fencing Company, 2265 Reum Rd., Niles, MI 49120 (the “Contractor”), and the Board of Public Works (the "Board"). 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: PROJECT NO. 121-043 DESCRIPTION: EL CAMPITO FENCING COMPLETION DATE: SEE SPECIFICATIONS AMOUNT: NTE $23,994 FUNDING: PR-00010211 The unit prices for this improvement were those prices as received and accepted by the Board on the 24th Day of August, 2021. The Contractor further agrees to notify the assigned Engineer when this improvement is completed. This notification shall be in the form of a Project Completion Affidavit, signed by the Contractor. Upon final acceptance of the improvement by the Engineer, the Contractor’s final estimate will be presented to the Board for final Payment with one (1) copy of the Project Completion Affidavit and one (1) copy of a Waiver of Lien. Each of the Parties, by signing below, represents and warrants to the other Party that he/she/it has the authority to bind the named person or entity to this Agreement. BOARD OF PUBLIC WORKS CUSTOM FENCING COMPANY President Member Printed Name Member Member Signature Member Attest: Anne Fuchs, Clerk QUOTE TABULATION#121‐043 El Campito Fencing#121‐043 El Campito FencingItem No. Line ItemQuantity UnitUnit Price CostUnit PriceCost1Install 4’ tall black vinyl chain link fence at El Campito community garden according to plan and site visit1 LS$25,000.00 $25,000.00 $23,994.00$23,994.00Total$25,000.00$23,994.00I hereby certify that the above truly and accurately represents quotes received for this project on August 24th, 2021Finnian Cavanaugh, Project EngineerEngineer's EstimateCustom Fence MichianaNon-Collusion AffadavitYESS:\Public Works\Projects\Projects by Year\2021 Projects\121‐043 El Campito Fencing\1 ‐ Admin\1 ‐ BPW Documents\Quote Tabulation 121‐043.xlsx Version 4/2/2015 CITY OF SOUTH BEND, JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 TDD 574/ 235-5567 Date: August 20, 2021 To: All Planholders From Anne Fuchs, Clerk, Board of Public Works Subject Addendum Number: 1 Project Name: El Campito Fencing Project Number: 121-043 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUM Date Received: This addendum is being forwarded to you for the above referenced project. Please sign below and acknowledge receipt of this Addendum by faxing this sheet to the Board of Public Works at (574) 235-9171 within 48 hours of receipt. A copy MUST also be included with your quote package upon submittal. THIS ADDENDUM MAY AFFECT YOUR QUOTE. Notes: \ The attached documents are hereby added to the Specifications and Contract Documents and become a part of herein. Company: Authorized Signature: Date: 8/20/2021 Custom Fence Company 8/23/2021 Version 4/2/2019 PROJECT NAME: 121-043 EL CAMPITO FENCING ADDENDUM NO. 1 Date: August 20, 2021 To: All Plan Holders From: Finnian Cavanaugh, Project Engineer The following clarifications and material specifications are intended to supplement the site plan provided in the Request for Quotes, and contains answers to questions asked at the on-site meeting held Thursday, August 19th. A revised plan sheet is attached showing an additional pedestrian gate at the northeast corner of the property. This revised plan sheet shall supersede the previous plan sheet. General Project Clarifications 1. The project has a budget of $25,000.00. To be eligible for award, quotes must not exceed this amount. 2. The completion date for this project shall be October 15th, 2021. 3. The contractor shall coordinate work scheduling with the site owner, El Campito Child Development Center, to avoid construction or unsafe site conditions during scheduled community events on the site. 4. A Pre-Construction meeting shall be held following the award of the quote. The contractor shall submit a schedule of work to the City of South Bend, which must be approved by the City of South Bend and El Campito prior to beginning work. Material Specifications 5. Fence mesh shall be 9 gauge chain link with black vinyl finish (Type 2B). 6. 1⅝” top rail shall be provided on all fence spans. 7. 8 gauge bottom tension wire shall be provided on all fence spans. 8. All posts shall be set a minimum of 3 feet deep below grade and consisting of schedule 40 metal pipe. 9. Line posts shall be 2” pipe. 10. End posts and posts framing single (pedestrian) gates shall be 3” pipe. 11. Posts framing double (vehicle) gates shall be 4” pipe. 12. All gates shall be fitted with 2” framing. 13. The pedestrian gate to be installed in existing fencing on the west side of the property shall use galvanized mesh matching the wire gauge and post height of the existing fence. You must acknowledge receipt of this addendum by signing the first page, returning it via facsimile to (574) 235-9171, and a copy of the first page must be included with your bid. – This addendum consists of a total of 3 pages inclusive of revised site plan– THE CITY O F S OUTH BE N D, INDIANAPEACE 186 5 Feet 0 25 50 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: September 2, 2021 Name: Finnian Cavanaugh Department of Public Works – Engineering Division BPW Date: September 14, 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 Custom Fence Michiana (V-00000425) New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name El Campito Fencing Project Number 121-043 Funding Source PR-00010211 Account No. 422-10-102-121-431000--PROJ00000233 (Fund 422 – 2020) Amount $23,994.00 Terms of Contract NTE Purpose/Description Award quote to install fencing at El Campito Community Garden 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: