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Home My WebLink About08/07/06 Board of Public Works Special Meeting MinutesSPECIAL MEETING AUGUST 7, 2006 l rJ ~J A special meeting of the Board of Public Works was convened at 9:33 a.m. on Monday, August 7, 2006, by Board Member Donald E. Inks, with Board Member Carl P. Littrell present. Board President Gary A. Gilot was not present. Also present was Board Attorney Thomas Bodnar. AGENDA ITEMS ADDED/REMOVED - Add -Quotation Award -Morris Performing Arts Center - AIley Drainage - Remove -Request to Advertise -Stabilization of CSO No. 6 ' Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and; carried, the above items were approved to be added/removed from the agenda. OPENING OF BIDS -SOUTH OLIVE STREET -SANITARY SEWER REPAIR PROJECT - PROJECT N0.106-054 (2006 SEWER BOND) This was the date set for receiving and opening of sealed bids for the above referred to proaect. The Clerk tendered proofs of publication of Notice' in the South Bend Tribune end the Tri-County News, which were found to be sufficient. The following bids were opened and publicly read: SELGE CONSTRUCTION COMPANY INC. 2833 South 11 Street Niles, Michigan 49120 • Bid was signed by: Mr. James Boyles Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $808,427.05 ' HRP CONSTRUCTION, INC. 5777 Cleveland~:Rbad . Post Office Box 266 South Bend, Indiana 46624-0266 Bid was signed by: Mr. Paul Fallon Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $844,948.00 OSELKA CONSTRUCTION COMPANY Post Office Box 253 Union Pier, Michigan 49129 Bid was signed by: Mr. David Wolf • Non-Collusion affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: $26,222.30 C&E EXCAVATING, INC. 53767 County Road 9 North Elkhart, Indiana 46514 Bid was signed by: Mr. Thad Bessinger Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted ,. (~J F3 SPECIAL MEETING AUGUST 7 2006 BID: $892,149.00 ' HERRMAN &°`GOETZ, INC. DBA UNDERGROUND SERVICES 225 South Lafayette Boulevard South Bend, Indiana 46601 Bid was signed by: Mr. Jeff Wells Non-Collusion Affidavit was in order Non-Discrimination commitment form wascompleted Five percent (5%) Bid Bond was submitted BID: $786,487.00 Upon a motion made by Mr. Littrell, seconded by Mr. Inks, and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPENING OF BIDS -DEMOLITION OF 525 SOUTH MAIN STREET -FORMER STUDEBAKER MUSEUM - PROJECT. NO: 106-026 (HUD SECTION 108 LOAN --~. FiJNDSI This was the date set for receiving and opening of sealed bids for the above referred to project. The Clerk tendered proofs of publication of Notice in the South Bend Tribune end the Tri-County News, which were found to be sufficient. The following bids were opened and puUlicly read: RITSCHARD BROS, INC. 1204 West Sample Street South Bend, Indiana 46619 Bid was signed by: Mr. David Reinhold Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid:` $291,674.00 Alternate Al: $15,000.00 NATIONAL SALVAGE & SERVICE CORPORATION 6755 Old State Road 37 South Bloomington, Indiana 47401 Bid was signed by: Ms. Catherine Ruf Non-Collusion Affidavit was in order Non-Discrimination commitment form was not submitted Five percent (5%) Bid Bond was submitted BID: Base Bid: $659,000.00 Alternate Al: $15,000.00 HOMRICH, INC. 200 Matlin Road-<' Carleton, Michigan 48117 Bid was signed by: Ms. Michael T. Brant Non-Collusion Affidavit was in order Non-Discrimination commitment form was coixlpleted Five percent (5%) Bid Bond was submitted, BID: Base Bid:.. $318,400.00 Alternate Al: $15,600.00 1 1 1 ,. ~' S'7 SPECIAL MEETING ~ •AUGUST 7, 2006 C&E EXCAVATING, INC. 53767 County Road 9 Elkhart, Indiana 46514 Bid was signed by: Mr. Robert Cox Non-Collusion Affidavit was in order Non-Discrimination commitment form was completed Five percent (5°~o)''Bid.Bond was submitted BID: Base Bid: $197,470.00 Alternate Al: $12,528.00 R&R EXCAVATING, INC. 2010 Went Avenue Mishawka, Indiana 46545 Bid was signed by: Mr. William Loudin Non-Collusion AffidaviYwas in order Non-Discrimination commitment form was completed Five percent (5%) Bid Bond was submitted BID: Base Bid: $260,000.00 Alternate Al: $13,500.00 Mr. Bodnar noted that National Salvage & Service Corporation did not submit their Non- Discrimination commitment form. A representative from National Salvage & Service Corporation was present and acknowledged that this form would be submitted to the Board within 74 hours for their bid to be considered (document received). Upon a motion made by Mr. Littrell, seconded by Mr. Inks,•and carried, the above bids were referred to the Division of Engineering for review and recommendation. OPEN/AWARD OF QUOTATION -DEMOLITION OF 1010 LINCOLNWAY EAST - POIZMERFIRE STATION - rROJECT NO. 105-OE2 (GENERAL FUND This was the date set for the receiving and opening of sealed Quotations for the above project. The following Quotations were opened and read: JACKSON TRUCKING & EXCAVATING 430 East LaSalle Avenue South Bend, Indiana 46601 Quotation was submitted by Mr. Harvey Jackson QUOTATION: $12,500.00 RITSCHARD BROS., INC. 1204 West Sample Street South Bend, Indiana 46619 Quotation was submitted by Ritschard Bros., Inc. QUOTATION: $13,877.00 WARNER & SONS, INC. 29099 Old U.S. 33 West Elkhart, Indian 46515 Quotation was submitted by Mr. Mark Weaver QUOTATION: $21,730.00 ~~~ SPECIAL MEETING B&J EXCAVATION COMPANY, INC. 1104 West Donald street South Bend, Indiana 46613 Quotation was submitted by Mr. Darnell O'Neal 'AUGUST 7, 2006 QUOTATION: $18,499.00 -Upon a motion made ~by Mr. Littrell, seconded by Mr. Inks and carried, the above Quotations were referred to the Division of Engineering for review and recommendation. Mr. Rob Nichols, City Engineer, advised the Board that upon review of bids received and opened for the above referred to project, the bid of Jackson Trucking & Excavating, 430 East LaSalle Avenue, South Bend, did not complete the unit prices on the proposal, which included disposal of hazardous material and is therefore non-responsive. After reviewing all bids, Mr. Nichols recommends the Board award the Quotation to the lowest responsive and responsible bidder, Ritschard Bros., Inc., 1204 West Sample Street, South Bend, in the amount of $13,877.00 . Therefore, Mr. Littrell made a motion that the quotation of Jackson Trucking & excavating be rejected due to being non-responsive, and award to the next lowest responsive and responsible bidder as outlined above. Mr. Inks seconded the motion, which carried. OPENING OF QUOTATIONS -BRICK ROAD WATER MAIN EXTENSION PORTAGE TO GARDEN OAK DRIVE) - PROJECT NO. 106-065 (WATER WORKS I30ND) Mr. Inks advised that this was the date set for the receiving and opening of sealed Quotations for the above project. The following Quotations were opened and read: RIETI~-RILEY CONSTRUCTION COMPANY, INC. 25200 State Road 23 Post Office Box 1773 South Bend, Indiana 46634 Quotation was submitted by Mr. Todd Gosc QUOTATION: No. Description Amount . Unit Cost 1 Full De th Mill (6") 1,806 sys $2.00 2 Hot Mix Asphalt Base (6") 1,806 sys $13.50 3 Hot Mix Asphalt Surface including Cleaning & Tack 6,667 sys $4.50 4 Aggregate Shoulder (If Needed) 556 sys $9.25 WALSH & KELLY, INC. 24358 State Road 23 South Bend, Indiana 46614 Quotation was submitted by Mr. Nick Relias QUOTATION: No. Description Unit Cost Lump Sum 1 Remove 6.5' Wide x 2500' $4.00/SY $7,224.00 Long Approximately 6" Deep/Ha~kl Off Site 2 Construct a 6" thick Hot Mix $13.50/SY $25,193.70 Asphalt Base Course in Milled Out Trench 3 Construct a 1 & 1/2" Hot Mix $4.10/SY $25,055.10 Asphalt 70-22 Surface Course over Entire Road Approximately 1 1 1 SPECIAL MEETING ,. AUGUST 7, 2006 ~'~9 22' Wide (Includes Tack. Coat & Stri ing) Lum Sum for Entire Project $57,472.70 BROOKS CONSTRUCTION COMPANY, INC. 625 South Beiger Street Mishawaka, Indiana 46544 i 1 Quotation was submitted by Mr. Harold Joy QUOTATION: No. Description Amount Unit Cost Total 1 Remove Designated Asphalt Pavement 1805 sy $5.45 $9,837.25 2 Replaee~••; Designated Asphalt Pavement 1805 sy $15.25 $27,526.25 3 Resurface Designated Asphalt Pavement 6,667 sy $5.30 $35,335.10 Total $72,698.60 Upon a motion made by Mr. Littrell, seconded. by Mr. Inks -and carried, the above Quotations were referred to Water Works for review and recommendation. AWARD BID -KENSINGTON FARMS/CREST MANOR BASIN DRAINAGE AND STORAGE IMPROVEMENTS - PROJECT NO. 105-OI3 (SEWER BOND) Mr. Jason Durr, Engineering, advised the Board that on July 17, 2006, bids were received and opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board award the contract to Herrman & Goetz dba Underground Services, 225 South Lafayette Boulevard, South Bend, in the amount of $796,653.33, which is the base bid: only. Therefore, Mr. Littrell • made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Inks seconded the motion, which carried. AWARD BID - TWO-HUNDRED FORTY-EIGHT (248 MORE OR LESS FIREFIGHTEF:S PROTECTIVE CLOTHING (EMS CIP 288 AND 2006 CIP) Chief Luther Taylor, Fire Department, advised the Board that an June 26, 2006, bids were received and opened for the above referred to project. Chief Taylor expressed his thanks to the Board and Board Attorney for all the work undertaken to process this bid. Mr. Tom Bodnar provided memoranda to the Board dated August 4, 2006. Mr. Bodnar stated there are two companies left in this evaluation, Total Fire Group (Morning Pride) and Environmental Services Group (Securitex), the lower bidder. Both were given a chance to submit corrected bids and were requested to provide a sample turn out gear conforming with those bids. The original bid package required conforming samples. The samples were timely received. There were 14 exceptions noted in the Environmental Services Group. Four exceptions were noted in .the Morning Pride sa~~ple. ,.;, The most serious of Securitex's shortcomings was the strength of the outer shell material. "Phis is one of the most important components in the package and contributes directly to the safety of firefighters. IC 5-22-16-2 states that the purchasing agent may •consider whether the offerer has submitted an offer that conforms in all material respebts to the specifications. The sample submitted is non-conforming in the material respect. The gear does not adequately protect the firefighters who will wear it, nor with the instructions to the offerers. For this reason the Securitex bid may be rejected as non responsive. If Securitex's bid is rejected as non responsive, then the contract should be awarded to the remaining bidder, which becomes the lowest responsive and responsive. IC 5-22-7-8 authorizes this award. For the record, while there are four discrepancies between the specifications and the sample submitted by Morning Pride, one of those, Item 4.0, was a mislabel. The garment ,• !~Q SPECIAL MEETING AUGUST 7, 2006 complied with the specifications, only the label was defective. The remaining three disorepancies do not appear to be material.' The microphone strap, for example, was only - half the size requested. However, Securitex did not include any microphone strap. There are -only .seven rather than eight snaps to secure the liner to the underside of the ~caistband, although this was substantial compliance, and Securitex provided only five of the eight. Finally, the "D" ring (Item 18.6.3) was located in the correct pocket but incorrectly within the pocket. It is my opinion that none of these discrepancies was a material variation. To accept the Morning Pride bid while rejecting Securitex's would still be treating all offers fairly in accordance with IC 5-2~-9-9. Chief Taylor further stated that the Fire Department met with Environmental Services, to make them aware of their deficiencies. (liter reviewing these two (2) bids, Chief Taylor recommends that the Board award the contract to Total Fire Protection in the amount of $1,462.88 per set, for a total award of $362,794.24. Therefore, Mr. Littrell made a motion that the bid of Environmental Services be rejected as non-responsive, and the bid be awarded to Total Fire Protection/Morning Pride; Post Office Box.136616, .Dayton, Ohio, as outlined above. Mr.' Inks seconded the motion, which carried. AWARD BID - HARTER HEIGHTS STORM SEWER SEPARATION -PROJECT iv_O. 105-012 (SEWER BOND) Mr. Jason Durf, Engineering, advised the Board that on July 24, 2006, bids were received and. opened for the above referred to project. After reviewing those bids, Mr. Durr recommends that the Board award the contract to the lowest responsive and responsible bidder, HRP Construction, Inc., 5777 Cleveland Road, South Bend, Indiana, in the amount of $1,396,779.40. Therefore, Mr. Littrell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr: Inks seconded the motion, which carried. AWARD BID - VOORDE DRIVE EXTENSION - PROJECT NO. 105-069 (AhDA/TIF) Mrl Rob Nichols, Engineering, advised the Board that on July 10, 2006, bids were received and opened, fox'the above referred to project. After reviewing those bids, Mr. , Nichols recommends tfi'at the Board award the contract to the lowest responsive and responsible bidder, R&R Excavating, Inc., 2010 Went Avenue, Mishawaka, Indiana, in rl~e amount of $1,070,055.70. Therefore, Mr. Inks made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion, which carried. AWARD QUOTATION -MORRIS PERFORMING ARTS CENTER -ALLEY DRAINAGE IMPROVEMENTS - PROJECT NO. 106-064 Mr. Rob Nichols, Engineering, advised the Board that quotes were received August 4, ?006 and opened for the above referred to project. Mr. Littrell stated this was an emergency quote due to water intrusion and a safety issue. After reviewing quotations received, Mr. Nichols recommends the Board award the quotation to Herrman & Goetz, Inc., dba Underground Services, 225 South Lafayette Boulevard, South Bend, Indiana in the amount of $15,865.00. 't'herefore, Mr. Littrell,.made a motion that the recommendation be accepted and the bid b~ awarded as outlined above. Mr. Inks seconded the motion, which carried. Al'I'ROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS - 1<]~NMORE STREET MODEL BLOCK (FORD STREET TO SAMPLE STREET) !"CCCLE SHEET - PROJECT NO. 106-038 (CDBG) In a memorandum to the Board, Mr. Rob Nichols, Engineering, requested permission to advertise for the receipt of bids for the above referred to project. The Title Sheet for this hroject was also submitted for approval. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks, the above request to advertise and the Title Sheet were approved. 1 1 1 261 SP$CIAL MEETING ,.; AUGUST 7, 2006 PROJECT NO: 106-045 (COIT) In a memorandum to the Board, Mr. Rob Nichols, requested permission to advertise for the receipt of bids for the above referred to project. The Title Sheet for this project was also submitted for approval. Therefore, upon a motion made by Mr. Littrell, seconded by Mr. Inks, the above request to advertise and the Title Sheet were approved. APPROVAL OF REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS- WESTERN AVENUE STREETSCAPES - ALBERT STREET TO ILLINOIS STREET/TITLE SHEET -PROJECT NO. 106-046 (COITI In a memorandum to the Board, Mr. Rob Nichols, requested permission to advertise for the receipt of bids for the above referred to project. The Title Sheet for this project was also submitted for approval. Therefore; upon a motion made by Mr. Littrell, seconded by Nlr.' Inks, the above request to advertise and the Title Sheet were approved. REMOVE REQUEST TO ADVERTISE FOR THE RECEIPT OF BIDS- STABILIZATION OF CSO NO. 6 OUTFACE/TITLE SHEET -PROJECT NO. 105-054 (2004 SEWERBOND) This item was removed from the Agenda, as it had already received Board approval on July 24, 2006. APPROVAL OF REOUEST TO ADVERTISE FOR THE RECEIPT _OF BIDS TRAFFIC SIGNALS NETWORK EXPANSIONN -DIVISION "A"/CLEVELAND ROAD AND DIVISION "B"/AMERITECH DRIVE/TITLE SHEET -PROJECT NO. 106-060 (AEDA TIF) In a memorandum to the Board, Mr. Rob Nichols, requested permission to advertise for the receipt of bids for the above referred to project. The Title Sheet for this project was also submitted for approval. Therefore, upon a motion made by Mr. Inks, seconded by Mr., Littrell, the above request to advertise and the Title Sheet were approved. 1 1 APPROVAL OF CONTRACTS/AGREEMENTS/PROPOSALS/ADDENDA "1'he following Contracts/Agreements/Proposals/Addenda were presented to the Board for <~pproval: TYPE BUSINESS DESCRIPTION ~ AM'OUNT MOTION/ CARRIED Construction Walsh & Kelly, 2006 Concrete $174,710.00 Littrell/Inks Contract Inc. Pavement Repairs Proposal Dudek Roofing Roofing for Fire Tom Station No. 7 Bodnar noted this project will be re- solicited ,. and opened at Board of Public Works regular meeting on ' 8/14/06. Escrow St. Joseph Capital Fire Station No. 2 Inks/Littrell Agreement Bank/Brown & Brown General Contractors, Inc. Construction Brown & Brown Fire Station No. 2 $2,104,005.00 Littrell/Inks Contract General Contractors, Inc. ,.; . r62 SPECIAL MEETING AUGUST 7, 2006 APPROVE TITLE SHEET -VILLAS AT IRELAND WOODS Mr. Gilot advised that the Title Sheet for the above referred to subdivision was being presented at this time for execution. Upon a motion made by Mr. Littrell, seconded by Mr. Inks and carried, the above referred to Title Sheet was approved and signed. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. lul<s, seconded by Mr. Littrell and carried, the meeting adjourned at 10:12 a.m. .. BOARD OR PUBLIC WORKS Gary A. Gilot, President Carl P. Littrell, Member ald E. nks, Member AT"LEST: An ela K. acob, Clerk ,. 1 1 1