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Home My WebLink AboutAward Quote - Erskine Golf Course Fence Repair - Milestone Fence LLC1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/235-9251 FAx 574/235-9171 CITY OF SOUTH BEND TAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS August 13, 2024 Ms. Kelli Browne Milestone Fence LLC 3723 N. Home St. Mishawaka, IN 46545 kelligmilestonefence. com RE: Quotation Award — Erskine Golf Course Fence Repair Dear Ms. Browne: At its August 13, 2024 meeting, the Board of Public Works awarded the above referenced quotation to you in the amount of $8,900. Please forward the following documents in one submittal by August 27, 2024 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, please call this office at (574) 235-9251. Sincerely, Is/ Theresa Heffner Theresa Heffner, Clerk Enclosures TH/lh ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BRIANA N. MIcou INTER -OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENGINEERING TO: Theresa Heffner, Clerk Board of Public Works FROM: Rebecca Maenhout SUBJECT: Erskine Golf Course Fence Repair: Quote Award PR-00035267 DATE: 08/06/2024 In July, 2024, the Department of Facilities and Grounds in Venues Parks & Arts requested quotes, using a simple quote process, from qualified firms for repair to Erskine Golf Course Fence Repair. 2 quotes were received and opened. The quotes were as follows: Company Totals Milestone Fence LLC $8,900.00 Mike's Fencing 11,885.00 Schuell Fencing NO QUOTE The Department of Public Works recommends awarding the Quote to Milestone Fence or a total contract of $8,900.00. The Department of Venues Parks & Arts has appropriated sufficient funds in PR-00035267. Please call with any questions. MILESTONE FENCE LLC JAFA 3723 N. Home St. %00 Mishawaka, IN 46545 (P) 574-259-3 101 (F) 574-259-3104 wwwA ilesioneFence.com Hello REBECCA MAENHOUT, MEMBER American Fence Association Please see attached Estimate for your approval and signature. Once approved, please sign the document by clicking the link provided in the email. Conditions: • Contract must be signed and a 50% deposit made. In some cases, the deposit may be waived in exchange for a signed Purchase Order. This does not apply to residential customers. • Issuing a Purchase Order will be considered as Notice to Proceed and acceptance of all Terms and Conditions. • 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 estimate, the permit fee will be added to the final invoice. • Customer is responsible for getting property surveyed. If customer fails to get property surveyed, it is the customers responsibility to stake out and sign off on the location of the fence lines. By signing, customer accepts the responsibility for all costs incurred to have the fence 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. It is required by law to have all utility lines marked prior to digging of any type. • customer is responsible to inform Milestone Fence 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 customers 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 locate will be added to the final invoice. If damage occurs during the course of 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 cost 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 for any reason. 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 the annual percentage rate of 18%, will be applied to previous balance due. Document ID: 20E84225-A1EO-4402-ABA7-EE4A6DB4lA5C Page 1 of 3 • 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. • In the case that repossession of these materials occurs, customer agrees that he/she is responsible for all labor costs and fees associated with said repossession. • Repossession fees will be billed separately and are subject to the same Terms and Conditions. Thanks, Kelli Browne By signing below, I agree to the above Terms and Conditions Signature: REBECCA MAENHOUT Keg P"M Kelli Browne e700a22e-1 a9b-4a8a-acc0-1 da... CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS ME Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member 07/26/2024 wx� Joseph R. Molnar, Vice President Briana Micou, Member Attest: Theresa M. Heffner, Clerk Date: August 13, 2024 Document ID: 20E84225-A1EO-4402-ABA7-EE4A6DB4lA5C Page 2 of 3 BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA PUBLIC WORKS CONTRACT This Agreement is made and entered into this 13th Day of August, 2024, by and between Milestone Fence LLC, (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: DESCRIPTION: ERSKINE GOLF COURSE FENCE REPAIR COMPLETION DATE: SEE SPECIFICATIONS AMOUNT: $8,900 FUNDING: PR-00031581 The unit prices for this improvement were those prices as received and accepted by the Board in July of, 2024. 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. CITY OF SOUTH BEND, INDIANA MILESTONE FENCE LLC BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Briana Micou, Member 414 Attest: Theresa M. Heffner, Clerk Date: August 13, 2024 Printed Name Signature Milestone Fence LLC Sales Representative y 3723 N. Home St. Kelli Browne Mishawaka, IN 46545 kelli@milestonefence.com MILESTONE FENCE (574) 259-3101 UAI NnlJW.rnilrs[oneF encr cam CITY OF SOUTH BEND - VENUE OF PARKS & ARTS Estimate # 2570 Job # - ERKS/N GOLF COURSE RMAENHOUT@SOUTHBENDIN.GOV Date 7/26/2024 4200 MIAMI ST. South Bend, IN 46614 Opinion of Construction Costs Costs Estimate Description Unit of Measure Amount BASE BID DAMAGED SECTION ALONG MIAMI ST. $2,400.00 REMOVE APPROXIMATELY 501F +/- OF F TALL GREEN CHAIN LINK FENCE Items $2,400.00 AND REPLACE WITH NEW, TO MATCH EXISTING ADD $6,500.00 REPAIR/REPLACE APPROXIMATELY 2001F +/- OF DAMAGED CHAIN LINK Items $6,500.00 FENCE IN 7 DIFFERENT LOCATIONS AT THE GOLF COURSE ***NO MOW STRIP, SURVEY(S), GROUNDING, TAX, PRIVATE LOCATES, HYDROVACING, CORE DRILLING OR STAMPED SUBMITTALS INCLUDED IN BID.*** Price Increases. SUPPLIER may, at any time during the term of this Agreement, increase the prices of the Product by providing BUYER with written notice. Written notice will be sent to you via email and the added cost for the materials will be added to your final invoice. ALL QUOTED PRICES ASSUME CASH PAYMENT. Our credit card processor has instituted a 3.49% fee to cover the increasing costs of accepting card payments. Your estimated installation date is APPROXIMATELY 4__6 weeks from the date your Sub Total $8,900.00 deposit/signed contract/PO is received. Many factors are taken into consideration when scheduling and natural causes may affect your estimated installation date. Total $8,900.00 This estimate is not guaranteed. The price provided in the estimate is an approximation of the project requirements as described by the client. The actual cost may change after all the project elements have been negotiated and finalized. REBECCAMAENHOUT will be notified of any such changes in cost in advance. This estimate remains valid for THIRTY (30) days. Utility locates will be requested by Milestone Fence LLC and must be completed before installation. The Salesperson will finalize all project elements including materials, measurements, placement, and job site analysis. The Salesperson will then provide you with a final Quote and Contract. Final Quotes are valid for thirty (30) days. ESTIMATE D ETAI L S ALTERNATE PRICING: $32.50/LF CUSTOMER IS RESPONSIBLE FOR CLEARING OF ANY OBSTACLES FROM FENCE LINE SUCH AS TREES, STUMPS, SHRUBS, ETC., AND FOR ANY PRIVATE LOCATING NOT COVERED BY NORMAL UTILITY LOCATE SERVICES, PRIOR TO WORK BEGINNING. All poisonous vines (poison ivy, poison oak, etc...) must be removed from the existing fence and all surrounding areas before installation. If we arrive to install and they have not been removed, your project will be on hold until they have been removed and you notify the office that the property is ready. Document ID: 20E84225-AlEO-4402-ABA7-EE4A6DB4lA5C Page 3 of 3 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 08/05/2024 Name Rebecca Maenhout Department VPA BPW Date 08/06/2024 Phone Extension 5996 Review and Approval Required Prior to Submittal to Board Diversity Compliance ❑ Officer Name and Inclusion Officer BPW Attorney ® Attorney Name Michael Schmidt Dept. Attorney ❑ Attorney Name Purchasing ® Mickey Lovy Check the Appropriate Item Type — Professional Services Agreement ❑ Contract ❑ Open Market Contract ❑ Bid Opening ❑ Quote Opening ❑ Proposal Opening ❑ Chg. Order, No. n Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description ❑ Amendment/Addendum ❑ Bid Award ® Quote Award ❑ C/O & PCA No. ❑ Traffic Control Information Milestone Fence LLC All Submissions U Proposal ❑ Special Purchase, QPA ❑ Req. to Advertise ❑ Reject Bids/Quotes ❑ PCA ❑ Resolution Ease./Encroach Yes❑ If Yes, Approved by Purchasing ® No ❑ MBE Completed E-Verify Form Attached ❑ WBE Erskine Golf Course Fence Repair N/A PR-00031581 201-11-201-201-436000 Lump Sum Quote Repair to Damage Fencing For Change Orders Only Amount of ❑ Increase $ ❑ Decrease ($ ) Previous Amount Current Percent of Change New Amount Total Percent of Change: Time Extension Amount: Increase Decrease Increase Decrease ❑ Title Sheet ❑ Yes ❑ No New Comaletion Date: