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Home My WebLink AboutReject Bid & Re-Advertise - South Well Field WTP Improvements - Bid Package 2 Div A Proj No 117-059A - R Yoder ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BREANA N. MICOU 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 May 8, 2025 Mr. Jason Yoder R. Yoder Construction, Inc. 27453 CR 150 Nappanee, IN 46550 shelly@ryoderconstruction.com RE: Rejection of Bids – South Well Field Water Treatment Plant and Distribution System Improvements – Bid Package 2 – Division A – Project No. 117-059A Dear Mr. Yoder: At its May 8, 2025 meeting, the Board of Public Works approved the rejection of all bids for the above referenced project, due to incomplete bid received. This project will be advertised at a later date. Thank you for bidding, and we hope you bid 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/hh INTER-OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIV. OF ENGINEERING & DIV. OF WATER TO: Members of the Board of Public Works Michael Schmidt, Assistant City Attorney Public Works Theresa Heffner, Clerk of the Board of Public Works FROM: Jacob M. Klosinski, P.E., Assistant City Engineer SUBJECT: Agenda Req. – Reject Bid Package #2 Division A Bid (Non-responsive) Agenda Req. – Request to Re-Advertise Bid Package #2 Division A South Well Field, Water Treatment Plant, and Distribution System Improvements – Bid Package 2 Division A Project No. 117-059A / DFO PROJ00000082 DATE: May 1, 2025 The Board of Public Works received public bids for the subject project at its Regular Meeting on April 22, 2025. The Department of Public Works, Division of Engineering and Division of Water Works reviewed the bids for Project No. 117-059A South Well Field, Water Treatment Plant, and Distribution System Improvements – Bid Package 2, Division A. The four bids Ranked as follows: BIDDER BASE BID DIVISION A R. Yoder Construction (Nappanee, IN)Incomplete Bid C&E Excavating (Elkhart, IN)No Bid HRP Construction, Inc. (South Bend, IN) No Bid Selge Construction Co., Inc. (Niles, MI) No Bid Bid Opening Notes: R.Yoder Construction’s Bid Package 2 receipt was acknowledged at the Board Meeting. No pricing information was clearly provided during the Bid Opening except on an M/WBE Form that listed a bid price amount of $5,159,605.00. Upon the Division of Engineering’s review of the Bid Package 2 documents and contacting by R. Yoder Construction via telephone, it was determined that R. Yoder Construction’s Bid Package 2 was incomplete and non-responsive. R.Yoder confirmed via telephone that they did not included the correct pricing or attachments for Bid Package #2 Division A and noted that the bid price included on the M/WBE form was intended for Bid Package #1. Recommendations: Reject Bid(s) for Bid Package 2 Division A and Approval to Re-Advertise Bid Package 2 Division A The Department of Public Works, Division of Engineering, and Division of Water Works reviewed the pricing for Bid Package 1, Bid Package 2 Division A and Bid Package 2 Division B. Upon assessment, Public Works recommends the Board of Public Works reject the lone bid for Bid Package #2 Division A. Bid Package 1 and Bid Package 2 Division B remain under consideration since four of the contractors that bid on either Bid Package 1 or Bid Package 2 Division B submitted complete bids. The direction of the project is dependent on review of a complete bidder submission and price for Bid Package 2 Division A. The Division of Engineering and Division of Water Works are prepared to re-bid Bid Package 2 Division A with the following Bid Schedule: May 9, 2025: First Re-advertisement May 16, 2025: Second Re-advertisement May 20, 2025: Pre-Bid Meeting June 10, 2025: Bid Opening at Board of Public Works Meeting. We recommend the Board of Public Works consideration to take action to reject the Bid Package 2 Division A bid(s) at the May 8, 2025, Board of Public Works Agenda Review Session and approve the request to re-advertise Bid Package 2 Division A with the above bidding schedule. For questions regarding the subject Agenda Request or project scope of work, contact Jacob M. Klosinski (Ext. 9496) at the Division of Engineering. May 8, 2025 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 05-01-2025 Name: Jacob M. Klosinski Department of Public Works – Engineering Division BPW Date: 05-08-2025 *Agenda Session* Phone Extension: Ext. 9496 Required Prior to Submittal to Board BPW Attorney X Attorney Name Michael Schmidt Dept. Attorney Attorney Name Michael Schmidt Purchasing Mickey Lovy / Ron O'Connor 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 South Well Field, Water Treatment Plant, and Distribution System Improvements – Bid Package #2 Division A Project Number 117-059A / DFO PROJ00000082 Funding Source Southside TIF and Water Capital Fund Account No. PR/PO # Amount Terms of Contract Special Contract Provisions Purpose/Description The Division of Engineering & Division of Water recommends the Board of Board of Public Works reject the lone non-responsive quote for Bid Package #2 Division A. Please note that Bid Package #1 and Bid Package #2 Division B are still under consideration. We are requesting action at the May 8, 2025 Agenda Session to re-advertise Bid Package #2 Division A. See 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: