HomeMy WebLinkAbout03/19/2015 Agenda ReviewAGENDA REVIEW SESSION MARCH 19, 2015 76
The Agenda Review Session of the Board of Public Works was convened at 10:35 a.m. on
March 19, 2015, by Board President Gary A. Gilot, with Board Members David Relos, Patrick
Hcnthom, and Brian Pawlowski present. Board Member Kathryn Roos was absent. Also present
was Attorney Michael Schmidt. Board of Public Works Clerk, Linda Martin, presented the Board
with a proposed agenda of items presented by the public and by City Staff.
OPENING OF BIDS — THREE (3) MORE OR LESS 2015 OR NEWER SINGLE AXLE
MULTI -USE DUMP TRUCKS (STREET AND SEWER DEPARTMENTS CAPITAL)
This was the date set for receiving and opening of sealed bids for the above referenced project.
The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-
County News, which were found to be sufficient, The following bids were opened and publicly
read: —
SELKING INTERNATIONAL
4849 W. Western Ave.
South Bend, IN 46619
Bid was signed by: Kenneth A. Waite
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Local Preference Claim submitted.
Ten percent (10%) Bid Bond was submitted.
BID:
Description Year/Make/Model Unit Price
2016International Model 7400 $148,000.00
Year
Make/Model—TradeIn
Unit Price
1998
Unit 281, 1998 Ford Dump Truck,
VIN# 1FDYN8OF7WVA15500
$ 2,500.00
2000
Unit SN478, Freightliner Dump Truck,
VIN# 1FV6JFBB6YHG09378
$ 2,500.00
1994
Unit SN475, 1994 Ford F650 Dump Truck,
VIN# 1FDXK74C7RVA02975 ,
$ 2,500.00
Option#
Description
Cost
Total
1
i
Front Snow Plow
$ 9,478.00
$ 9:478.00
..a.v Par OP.,„u. I ou urdy ucuucr aos i.uu per trucK it you pay for the chassis only upon its
delivery to the body company. Balance will be invoiced upon completion.
HILL TRUCK SALES, INC
1011 W. Sample Street, P. O. Box 598
South Bend, IN 46624
Bid was signed by: Rich Stopczynski
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Local Preference Claim was submitted.
Ten percent (10%) Bid Bond was submitted.
BID:
Description Year/Make/Model Unit Price
Complete Unit Bid 1 2016 Freightliner 108sD Chassis w/WA Jones Body ISI1 282 00
AGENDA REVIEW SESSION MARCH 19 2015 77
Year
Make/Model — Trade In
Unit Price
1998
unit 281, 1998 Ford Dump Truck,
VIN# 1FDYN8OF7WVA15500
$ (t,500.00
2000
Unit SN478, Freightliner Dump Truck,
VIN# 1FV6JFBB6YHG09378
$ (1,000.00
1994
Unit SN475, 1994 Ford F650 Dump Truck,
VIN# IFDXK74C7RVA02975
$ (2,000.00)
Option#
Description
Cost
Total
1
Front Snow Plow
$ 9,478.00
$ 28,434.00
. U, , � FLIU„", priee an upgraaea AM4UU steel add $2,100/unit x 3 = $6,300.00
TRUCK CITY OF GARY. INC
2333 W. 2511 Ave, P. O. Box 64800
Gary, IN 46404
Bid was signed by: Tod Reese
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Ten percent (10%) Bid Bond was submitted
ma
Description Year/Make/Model Unit Price
Complete Unit Bid 2016 Western Star 470U Linden Equip. $159 923
Year
Make/Model—Trade in
Unit Price
1998
Unit 281, 1998 Ford Dump Truck,
VIN# IFDYN80F7WVA15500
$ (2,500)
2000
Unit SN478, Freightliner Dump Truck,
VIN# 1FV6JFBB6YHG09378
$ (2,000
1994
Unit SN475, 1994 Ford F650 Dump Truck,
VIN# 1FDXK74C7RVA02975
$ (1,500,
Option#
Description
Cost
Total
1
Front Snaw Plow
$1Q968
1 $
Upon a motion made by Mr. Gilot, seconded by Mr, Pawlowski and carried, the above bids were
referred to Central Services for review and recommendation.
AND INTEREST) V l.11 HL
This was the date set for receiving and opening of sealed bids for the above referenced project.
The Clerk tendered proofs of publication of Notice in the South Bend Tribune and the Tri-
County News, which were found to be sufficient. The following bids were opened and publicly
read:
SELKING INTFRNATIONAL
4849W. Western Ave.
South Bend, IN 46619
Bid was signed by: Kenneth A. Waite
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with. Iran, Employment Eligibility Verification, Non -Discrimination
AGENDA REVIEW SESSION MARCH 19, 2015 78
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Local Preference Claim submitted.
Ten percent (10%) Bid Bond was submitted.
HE
Description Year/MakelModel Unit Price
2016 International Model 7400 $161,125.00
Year
Make/Model —Trade In
Unit Price
1997
Unit 249, International Dump Track,
VIN# 1HTGCAAT2VH441676
$ 5,000.00
1998
Unit 251, Ford Dump Truck,
VIN# 1FDZW86F7WVA15490
$ 4,000.00
Option#
Description
Cost
Total
1
Front Snow Plow
$ 9,478.00
$ 9,478.00
2
CNG Fuel System
$ No bid
$ No bid
Early pay option: You may deduct $815.00 per truck if you pay for the chassis only when
delivered to the body company. Balance to be invoiced upon completed delivery.
HILL TRUCK SALES, INC.
1011 W. Sample Street, P. 0. Box 598
South Bend, IN 46624
Bid was signed by: Rich Stopczynski
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Local Preference Claim was submitted.
Ten percent (10%) Bid Bond was submitted.
KRIll
Description
YearlMake/Model
Unit Price
Complete Unit Bid
2016 Freightliner 108SD w/WA Jones Body
$162,514.00
Year
Make/Model — Trade In
Unit Price
1997
Unit 249, International Dump Truck,
VIN# IHTGCAAT2VH441676
$ (2,500.00)
1998
Unit 251, Ford Dump Truck,
VIN# 1FDZW86F7WVA15490
$ (I,S0D.00)
Option#
Description
Cost
Total
I
Front Snow Plow
$9,478.00
$18,956.00
2
CNG Fuel System
$46,435.00
$92,870.00
TRUCK CITY OF GARY INC
2333 W. 25t' Ave, P. 0. Box 64800
Gary, IN 46404
Bid was signed by: Tod Reese
Contractor's Non -Collusion Affidavit, Non -Debarment Affidavit, Certification Regarding
Investment with Iran, Employment Eligibility Verification, Non -Discrimination
AGENDA REVIEW SESSION MARCH 19, 2015 79
Commitment for Contractors and Certification of Use of United States Steel Products or
Foundry Products was submitted.
Ten percent (10%) Bid Bond was submitted
M
Description Year/Make/Model Unit Price
li Complete Unit 2016 Western Star 4700 $171 474
Year
Make/Model—Trade In
Unit Price
1997
Unit 249, International Dump Truck,
VIN# 1HTGCAAT2VH441676
$ (2,500)
1998
Unit 251, Ford Dump Truck,
VIN# 1FDZW86F7WVA15490
$ (2,500)
Option#
Description
Cost
Total
1
Front Snow Plow
$ 10,968
$
2
CNG Fuel System $Nr/A see exception
s
Upon a motion made by Mr. Gilot, seconded by Mr. Pawlowski and carried, the above bids were
referred to Central Services for review and recommendation.
RESCIND AWARD OF PROPOSALS — EQUIPMENT PURCHASES FOR NOTRE DAME
TURBO AT IGNITION PARK — AIR COMPRESSORS — PROJECT NO. 114-083A AND
GAS FIRED COMPRESSED AIR HEATER — PROJECT NO. 114-083C RIVER WEST
DEVELOPMENT AREA TIF)
In a Memo to the Board, Attorney Michael Schmidt requested the Board rescind the award of the
above proposals to Heseco/Sigma Thermal and Ingersoll Rand respectively and approve for the
City's Legal and Engineering Departments to negotiate a final best offer for approval. Mr.
Schmidt explained on February 24, 2015, the City of South Bend, acting through its Board of
Public Works, made an award to Heseco/Sigma Thermal and Ingersoll Rand based upon their
respective contract proposals, subject to the successful negotiation of terms and
conditions. However, the terms and conditions were included in the City's original request for
proposal as well as the inclusion of certain terms in the actual specifications. Attorney Schmidt
explained because the terms and conditions were included in the request for proposal and the
specifications, it raised the question of whether the Board of Public Works has the power to
make an award and then negotiate certain terms and conditions after such an award. He noted the
Board does not have the ability to change specifications after making an award. However,
pursuant to IC 5-22-9-6, the Board may authorize ongoing discussions with a responsible offeror
to negotiate/obtain the best and final offer from such offeror as long as the Board makes the prior
determination that the initial offeror submitted a responsible proposal that is reasonably
susceptible of being selected for award. Attorney Schmidt stated in his Memo it is his
recommendation that the Board rescind its award to Heseco/Sigma Thermal and Ingersoll Rand
and pursuant to IC 5-22-9-6, authorize the City's Legal and Engineering Departments to engage
in discussions/negotiations with Heseco/Sigma Thermal and Ingersoll Rand so that a finallbest
offer can be presented for the Board's approval on March 24, 2015. Attorney Schmidt noted this
action requested of the Board is to correct procedural language that was used in order to fix the
record to meet the legally correct procedure, and wording in the statute. He added there is no
issue with the proposals, and he doesn't anticipate any issues with the vendors.
Therefore, upon a motion by Mr, Gilot, seconded by Mr. Pawlowski and carried, the Board
approved the rescinding of the award of the proposals as outlined above, and authorized the City
Legal and Engineering Departments to negotiate a final/best offer for each project.
Board members discussed the following item(s) from the agenda.
Professional Services Agreement— SunGard Public Sector
Ms. Sue Gerlach, Information'rechnologies, presented the Board with a cost breakout showing a
comparison of retaining current hardware versus upgrades. She noted the maintenance of the
current system would be almost as much as purchasing upgraded hardware, explaining that the
current system is very old and high maintenance. Attorney Michael Schmidt added that there are
Opportunities in the contract for IT to remove services that are no longer needed when necessary.
AGENDA REVIEW SESSION MARCH 19, 2015 80
Ms. Gerlach agreed and stated the contract is for four (4) to five (5) years, but allows the City to
cancel it with prior notice, and no liquidated charges. Mr. Gilot questioned the up -time and
connectivity if the system goes down. Ms. Gerlach stated they are currently doing some analysis
on that and there is a redundant system to pick up for connectivity if needed. Mr. Gilot noted
when you put it in the cloud, you have some dependency issues.
Award Bids:
— 25 Cubic Yard Packers
Mr. Matthew Chlebowski, Central Services, stated these trucks are CNG powered and are the
first two of three to be purchased utilizing a grant from IDEM in the amommt of $300,000. He
noted delivery would not be until October, adding because of the expense of the trucks and
limited sales, nobody keeps them in stock.
- Universal Nestable Containers
Mr. Chlebowski stated if the yard waste program continues to grow, he would like to continue to
purchase from this bid at this price. Attorney Schmidt noted he has a lot of room w2th a not to
exceed budget of $71,000,but if he needs to do an additional appropriation, it is likely opening
up the bid process again.
- Special Purchase — SEFAC, Inc.
Mr. Jeff Hudak, Central Services, stated he was looking at putting this lift purchase out for bid,
and found out SEFAC has a remanufactured program that allows the City to trade in their old
lifts for a substantial savings over the purchase of new lifts. He noted to purchase new lifts would
be $45,000, to trade-in would be $29,000 with the trade-ins. Mr. Hudak stated they have been
using SEFAC for the last twenty (20) years and the last ones purchased use a better method with
less breakdown than other lifts. Attorney Schmidt questioned using the sole source, special
purchase policy. Mr. Gilot suggested a life cycle analysis would show the savings with training
included. Mr. Iludak explained these are pretty close to new equipment. Attorney Schmidt
agreed that while the training and current compatible parts inventory is a benefit, it's not
necessarily a special purchase. Mr. Hudak noted they don't want to have several different types
of lifts, these are compatible and can be hooked together to lift large vehicles. Mr. Pawlowski
requested legal look at the use of special purchase authority and come back to the Board with a
recommendation on Tuesday.
- Request to Advertise for Bids - Tandem Axle Hook Lift and Container Truck
Mr. Matt Chlebowski, Central Services, stated this is for the third truck for the CNG Grant with
IDEM and it is a replacement vehicle.
- Request to Advertise for Bids — Two -Way Radios
Mr. Chlebowski stated this request is for all handheld radios. He noted the radios have to all
work together, so the specifications reference Motorola brand for compatibility. He stated the
radios will include GPS. Mr. Chlebowski noted they are not able to get parts for the old radios
anymore and they will be going digital now. Attorney Schmidt stated there are different
opportunities for local businesses to source Motorola, so it doesn't limit bidding abilities.
- Sales Agreement — Tyco integrated Security LLC
Mr. Chlebowski stated that prices kept going up substantially on leasing this security system
equipment so Central Services checked into purchasing the equipment. He stated the cost to buy
was substantially lower than long term renting. Attorney Schmidt stated there are a couple of
issues with this, including very significant liquidation charges, and regulating law needs to be
Indiana. He noted this has been a long standing agreement that is unlikely to change and a
security issue, but there are some risks with this agreement. Mr. George King, Purchasing, added
there is an escalation clause that could go out of control. He stated there is no doubt this is a
good business deal, but he would like to have time to negotiate the terms. Mr. Chlebowski stated
he can withdraw this from the agenda and work. with Tyco on the agreement terms and bring it
back to the Board.
- Resolution — Trade -In of City -Owned Property
Lieutenant Chris Voros, Police Department, stated this resolution is for three -hundred, six (306) —
surplus 40 caliber weapons to be traded in for new 9mm weapons. He stated there are no funds
involved, this is just a trade. He added originally they will only be trading two -hundred, ninety
(290) because part of the contact with Smith and Wesson is to make sure all trade-ins are
functioning weapons so there are no charges to the Police Department for repairs. He noted
there are over two -hundred (200) handguns that are over eleven (11) years or older, some as
much as eighteen (18) years old. He added the 40 caliber guns are hard on the barrels and the
shooter, and they are having to replace the sites and barrels frequently, and they are expensive.
Lieutenant Voros stated it is more economical to trade for new weapons. Mc Pawlowski noted
that the Police Department had 9mm weapons at one time and exchanged them for the 40 caliber
because of accuracy issues. Lieutenant Voros stated the new 9mm guns are performing at the
same level of the 40 calibers and the performance is more a matter of bullet selection, adding the
cost is the same for both. He noted the 9mm Smith and Wesson never had malfunctions in all of
AGENDA REVIEW SESSION MARCH 19 2015 81
their testing, and the 9mm ammunition is cheaper. Mr. Eric Horvath questioned why a resolution
was needed to trade in. Attorney Michael Schmidt explained this is to recognize these guns are
being taken out of City property with serial numbers being removed.
- Agreement — Mydatt Services —Block by Block
Mr. Michael Divita, Community Investment, stated this agreement is to establish the same type
of ambassador program as downtown for the Lincolnway West corridor. He stated there will be
two (2) ambassadors to split up the area, and noted there will be no direct relationship with
DTSB. Attorney Schmidt noted this is a Professional Services Agreement and there is language
that needs to be reworked in this agreement. Mr. Divita stated they agreed to all of the changes.
Mr. Horvath questioned why we are doing this for this location and not others. Mr. Divita stated
Lincolnway West Corridor is a priority with the City with the two-way streets project and they
hope to make this a test pilot. Mr. Horvath suggested this will open up the program to other areas
of the City and they will need to review how to prioritize the use of City funds and what is the
cost going to be to the City.
- Change Order— Sewer Overflow Sensory Control Network
Mr. Toy Villa, Engineering, stated this Change Order is for digging out an area of end pipe that
didn't show in the original drawings.
- Amendment to Professional Services Agreement — EmNet, LLC
Attorney Schmidt stated he has been working with Rick Smiegalski at Environmental Services
for some time to get the scope of services added and provide the City's amendment to the
original agreement. Mr. Patrick Henthom stated this is work that needs to be done and is above
the original scope of work.
- License Renewal —Public Parking Facility
Mr. Corbitt Kerr, Engineering, stated he concurs with Code Enforcement that the denial should
made for the parking garage at 119 W. Wayne St. He noted the insurance company stated the
veneer on the northwest corner is a public hazard. Mr. Kerr stated this is a State road so a letter
was sent to INDOT letting them know and a the letter to owner letting them know they should
give these issues attention and are liable for any injuries that should occur. Mr. Horvath
requested this be expedited to let them know there is liability.
- New Installation— Handicapped Parking Space Sign
Mr. Kerr informed the Board that parking will be added on Northside Blvd. with the construction
of the new Notre Dame Boat House, so they are being proactive and requesting that one spot be
handicapped. Mr. Horvath questioned if this should be approved subject to the State
relinquishing the street. Mr. Kerr concurred and stated it should be subject to INDOT's
permission.
No other business came before the Board, Upon a motion by Mr. Pawlowski, seconded by Mr.
Henthom and carried, the meeting adjourned at 12:20 p.m.
BOARD OF PUBLIC WORKS
�l 6r
Gary A. Gifot, President
David P. Relos, Member
AT 7ST:
Linda M. Martin, Clerk