HomeMy WebLinkAboutRejection of Quote - 2022 Biosolids Trucking for Land Application Contract Proj No. 122-031 - Trucks R Us Inc.
ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT JORDAN V. GATHERS 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
March 8, 2022
Mr. Casey D. Burger
Trucks R Us Inc.
23300 State Road 23
South Bend, IN 46614
kimj.trucksrus@yahoo.com
RE: Rejection of Quote – 2022 Biosolids Trucking for Land Application Contract
Project No. 122-031
Dear Mr. Burger:
At its March 8, 2022 meeting, the Board of Public Works approved the rejection of all
quotes for the above referenced project due to being non-responsive for good faith efforts to
obtain WBE goals.
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.
If you have any further questions, please call this office at (574) 235-9251.
Sincerely,
/s/ Theresa Heffner
Theresa Heffner, Clerk
Enclosures
TH/lh
INTER-OFFICE MEMORANDUM
DEPARTMENT OF PUBLIC WORKS
DIVISION OF UTILITIES
TO: Board of Public Works Members
FROM: Jacob M. Klosinski, P.E. Assistant City Engineer
SUBJECT: Reject Quotes
Project No. 122-031 2022 Biosolids Trucking for Land Application Annual
Contract (PR-00015085)
DATE: March 3, 2022
On February 22, 2022 the Board of Public Works opened and read unit price bids for the
above project. The Division of Utilities and Division of Engineering reviewed the documents and
finds the information correct and but incomplete. Only one bid was received. The lone quote
submission was provided by Trucks R Us. Of the M/WBE Contract goal of 16.9% (MBE = 6.4%,
WBE = 10.5%), Trucks R Us has committed to M/WBE involvement of 10% MBE and 0% WBE
citing issues with availability of the State of Indiana website at the time the vendor prepared the
bid and was unable to confirm WBE availability for the work.
After careful review of the quote package and upon contacting Trucks R Us personnel to
verify whether good faith efforts were made, the Division of Engineering, Office of Diversity and
Inclusion and the Legal Department have reviewed the information provided by the Contractor
at the time of quote submission and have determined the quote to be non-responsive.
It was determined that Trucks R Us had the opportunity to contact WBE for inclusion in the
project. Good faith efforts were not presented at the time of quotation nor were they able to be
confirmed through conversation with Contractor representatives following the receipt of the
quotation. Therefore, the review team is recommending that the Board of Public Works reject
the lone quotation. The review team is also recommending that the Board of Public Works
approve the Division of Utilities seek open market quotes.
The Bids ranked as follows:
Bidder Unit Price Bid “Per Truck Per Hour”
1. Trucks R Us $130.00
We kindly request that the Board of Public Works consider the rejection of the quote and
provide direction to solicit quotations for this work on the open market. If trucking quotes can be
obtained quickly, land application could still begin in March if field conditions are acceptable and
schedules permit.
The Division of Utilities will appropriate sufficient funds from the Organic Resources,
Contractual Services Other Account (641-06-605-515-439001) once a contractor meeting the
requirements of the Specifications can be selected. For questions regarding the above
recommendation or the subject project, contact Jacob M. Klosinski (Ext. 9496) at the Division of
Engineering.
March 8, 2022
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date: 03-03-2022
Name: Jacob M. Klosinski, PE Department of Public Works – Engineering Division
BPW Date: 03-08-2022 Phone Extension:9496
Required Prior to Submittal to Board
BPW Attorney X Attorney Name Clara McDaniels
Dept. Attorney Attorney Name Clara McDaniels
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: Request Permission
for Open Market
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 2022 Biosoilds Trucking for Land Application Annual Contract
Project Number 122-031
Funding Source 641-06-605-515-439001
Account No. PR #00015085
Amount
Terms of Contract “On-Call”, “Per Truck, Per Hour” Unit Price
Special Contract Provisions
Purpose/Description Request for the Board of Public Works to reject quotes for the subject project
due to the lone quote being non-responsive for good faith efforts to obtain
WBE. Request the Board take action to allow the Division of Utilities to go to
the open market for Biosolids Trucking. Refer to Inter-Office Memorandum
for Award Recommendation comments and details.
For Change Orders Only
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