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Home My WebLink AboutBPW-03-03-10 011".f.,,.."._ f 11 1 /ii�� 00`0,..; C of Carmel i ..s.„.., s9 ?op G o.�,p osor Office of the Clerk Treasurer at, s. No 1 il r :r CARMEL BOARD OF PUBLIC WORKS WEDNESDAY, MARCH 3 2010 AT 10:00 A.M. COUNCIL CHAMBERS CAMEL CITY HALL ONE CIVIC SQUARE NOTICE IS HEREBY GIVEN THAT THE CITY OF CARMEL BOARD OF PUBLIC WORKS WILL HOLD A MEETING ON WEDNESDAY, MARCH 3, 2010, AT 10:00 A.M. IN THE COUNCIL CHAMBERS, CITY HALL, AND ONE CIVIC SQUARE. THE PURPOSE OF THE MEETING IS CITY BUSINESS. ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571 -2414 II isotiff 0 0,4 4474. .1 11 111_ City of Carmel Office of the Clerk-Treasurer BOARD OF PUBLIC WORKS SAFETY MEETING AGENDA WEDNESDAY, MARCH 3, 2010 10:00 A.M. COUNCIL CHAMBERS CITY HALL ONE CIVIC SQUARE MEETING CALLED TO ORDER 1. MINUTES a. Minutes from the February 17, 2010 Regular Meeting 2. BID/QUOTES OPENINGS AND AWARDS a. Bid Award for the 106 Street Water Main Extension Michigan to Ditch: Corbitt Sons; ($1,514,334.00); This was the lowest and most responsive bid; John Duffy, Director of the Department of Utilities b. Bid Award for the Brookshire Golf Course Irrigation System; Oliphant; ($803,000.00); See legal opinion; Bob Higgins, Superintendent Brookshire Golf Course c. Bid Award for the 106 Path Westfield Blvd to Keystone; F&K Construction; ($452,497.30); This was the lowest and most responsive bid; John Duffy, Director of the Utilities Department d. Bid Award for the 106 Water Main Westfield Blvd to Keystone; York Construction; ($991,380.00); This was the lowest and most responsive bid; John Duffy, Director of the Utilities Department 3. CONTRACTS a. Request for Purchases of Goods and Services; Change Order 5; Rieth Riley; Keystone Advanced MOT; (Increase$4,083.25); Michael McBride, City Engineer b. Request for Purchases of Goods and Services; Nelson Alarm; ($850.00); Annual Fire Alarm System; Jeff Barnes, Facilities Maintenance ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/571-2414 c. Request for Purchases of Goods and Services; Hydraulic Service; ($3,574.70); Tire Changer; Dave Huffman, Street Commissioner d. Request for Purchases of Goods and Services; Crossroad Engineers; Hazel Dell Parkway Improvements; ($48,083.00); 106 Street Path Design -Ditch to Michigan; ($10,000.00); On Call Consulting; ($20,000.00); Mike McBride, City Engineer e. Request for Purchases of Goods and Services; Burnette Fabrication; ($8,995.00); Supply and Install Vent; Bob Higgins, Superintendent Brookshire Golf Course f. Request for Purchase Goods and Services; Traffic Logix; ($14,763.54); Speed Table of Traffic Management; Mike McBride, City Engineer g. Request for Letter of Engagement; John Molitar; Douglas Haney, City Attorney 4. USE OF CITY FACILITIES /STREETS a. Request to Use Gazebo and Common Grounds; Wedding; Saturday, June 26, 2010; 1:00 p.m. to 12:00 a.m.; Karen Bohn 5. OTHER a. Conflict of Interest Statement; Nancy Heck b. Conflict of Interest Statement; Brad Sombke dba Firehouse Irrigation c. Request for Consent to Encroach; Michael Bading; 5788 Gyrfalcon; Mike McBride, City Engineer d. Request for Consent to Encroach; Animal Farm; 116 Street; Mike McBride, City Engineer e. Request for Road /Sidewalk Closure /Lane Restriction; College Avenue under I465 Bridge Structure; Mike McBride, City Engineer f. Request for Lane Closure; Manhole Access (3locations) for AT &T Services; Mike McBride, City Engineer 6. ADJOURNMENT BOARD OF PUBLIC WORKS SAFETY MEETING MINUTES WEDNESDAY, MARCH 3, 2010 —10:00 A.M. COUNCIL CHAMBERS CITY HALL ONE CIVIC SQUARE MEETING CALLED TO ORDER Mayor James Brainard called the meeting to order at 10:00 a.m. MEMBERS PRESENT Mayor James Brainard, Board Members; Mary Ann Burke and Lori Watson, Clerk Treasurer; Diana Cordray, Deputy Clerk; Sandy Johnson MINUTES Minutes for the February 17, 2010 Regular Meeting were approved 3 0. BID OPENINGS /AWARDS Bid Award for the 106' Street Water Main Extension Michigan to Ditch: Corbitt Sons; ($1,514,334.00); Board Member Burke proved to approve. Board Member Watson seconded. Request approved 3 -0. Bid Award for the Brookshire Golf Course Irrigation System; Oliphant; ($803,000.00); See legal opinion; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Bid Award for the 106` Path Westfield Blvd to Keystone; F &K Construction; ($452,497.30); This was the lowest and most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Bid Award for the 106' Water Main Westfield Blvd to Keystone; York Construction; ($991,380.00); This was the lowest and most responsive bid; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. This contract was signed at this meeting however it was not on the agenda. CONTRACTS Request for Purchases of Goods and Services; Change Order #5; Rieth Riley; Keystone Advanced MOT; (Increase$4, 083.25); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Purchases of Goods and Services; Nelson Alarm; ($850.00); Annual Fire Alarm System; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Purchases of Goods and Services; Hydraulic Service; ($3,574.70); Tire Changer; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Purchases of Goods and Services; Crossroad Engineers; Hazel Dell Parkway Improvements; ($48, 083.00); 106`" Street Path Design -Ditch to Michigan; ($10,000.00); On Call Consulting; ($20, 000.00); Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Purchases of Goods and Services; Burnette Fabrication; ($8,995.00); Supply and Install Vent; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Purchase Goods and Services; Traffic Logix; ($14,763.54); Speed Table of Traffic Management; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Letter of Engagement; John Molitor; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. USE OF CITY FACILITIES AND STREETS Request to Use Gazebo and Common Grounds; Wedding; Saturday, June 26, 2010; 1:00 p.m. to 12:00 a.m.; Karen Bohn OTHER Conflict of Interest Statement; Nancy Heck Conflict of Interest Statement; Brad Sombke dba Firehouse Irrigation Request for Consent to Encroach; Michael Boding; 5788 Gyrfalcon; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Consent to Encroach; Animal Farm; 116' Street; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Road /Sidewalk Closure /Lane Restriction; College Avenue under 1465 Bridge Structure; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. Request for Lane Closure; Manhole Access (3locations) for AT&T Services; Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. ADD ON Request for Use of Public Right of Way; Mayor Brainard moved to add item to agenda. Board Member Burke seconded. Request approved 3 -0. There was brief discussion. Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3 -0. ADJOURNMENT Mayor Brainard adjourned the meeting at 10:18 a.m. iana L. Cordray, C Clerk Treasurer Approved 4 Mayor James Brainard ATTES ana L. Cordray, IA f Clerk Treasurer -i MEMORANDUM TO: Doug Haney, City Attorney; Board of Public Works and Safety FROM: Thomas D. Perkins, Assistant City Attorney RE: Brookshire Golf Course irrigation system bid acceptance DATE: February 24, 2010 Brookshire Golf Course "Brookshire invited bids for vendors to provide installation of a new irrigation system on the golf course. The bids were opened on February 17, 2010. There were several bidders. The lowest bidder on the base contract was LinksLand LLC "LinksLand ($774,000 base bid, $42,800 alternate). The next lowest bidder was Oliphant Golf "Oliphant ($804,500 base bid, less $1,500 alternate). For the reasons listed in the attached memorandum from Bob Higgins "Higgins and listed below, the lowest bid should be rejected and the bid awarded to Oliphant. Prior to writing the bid specifications, Higgins utilized his own training and expertise, working with outside advisors, determined the criteria for the bid that best served the interests of the City in terms of best coverage of the golf course, and use of the most effective technology. The bid proposal was written with those specifications in mind. Of the bids, the one submitted by Oliphant was the lowest bid that complied with all of the bid specifications. The other bid was non compliant in several ways. Under Indiana Code 36 -1 -12 -4(10) the bid awarding agency can make a determination as to which bid is most responsive to the invitation for bids. This includes whether the bid conforms in all material respects to the specifications in the invitation. LinksLand was the lowest base bid. However, contrary to the bid specifications, the submitted base bid did not allow for adequate coverage of the golf course. Naturally, it is of utmost importance to have appropriate coverage of the course by the irrigation system. LinksLand's alternate bid did allow for the requisite coverage, but totaled $816,800. As to the base bid specifications, it was non- responsive, and would provide an inferior product. As to the alternate bid, it was not the lowest bid. Oliphant's base bid was responsive, in that it allowed for full coverage of the golf course. Furthermore, its alternate bid meets or exceeds the specifications and utilizes newer technology than the base bid. As to the alternate bids, Oliphant was the lowest bidder at $803,000. In my opinion, the lower bid was not materially responsive as required under Indiana Code 36 -1 -12- 4(10), and did not represent a responsible bid. Therefore, the bid by Oliphant was the lowest responsible and responsive bidder. February 22, 2010 To: Sandy Johnson Asset Manager Office of the Clerk Treasurer City of Carmel CC: Mayor Brainard Members of the Board of Public Works Tom Perkins This letter is to inform the office of the Clerk Treasurer and the Carmel Board of Public Works that I am recommending the bid for Brookshire Golf Course Irrigation Design and Installation be awarded to Oliphant Golf, out of Scottsdale, Arizona for the amount of $803,000 contained in their alternate bid. It is also the intent of this letter to justify not selecting the lower bidder, LinksLand LLC. Oliphant Golf is not the lowest, but is the lowest of the responsive bids to the specifications laid out in the bid packets for the Brookshire Golf Course Irrigation System. The alternate bid submitted by Oliphant meets or exceeds specifications and is consistent with newer technology than the base bid. There is one bid which was submitted for lower dollar amount, which cannot be considered as equal to meeting specifications. The lowest bid received was submitted by LinksLand LLC out of Janesville, Wisconsin. The base bid of $774,000, submitted by LinksLand LLC does not meet specifications in the design criteria and does not include enough irrigation heads to provide complete coverage according to specifications. The alternate bid submitted by LinksLand would provide enough irrigation heads for complete coverage, but the cost of $42,800 associated with the alternate bid and added to the base bid would result in a total of $816,800, making them higher than the next lowest bid of $803,000. It is my belief that there would also be numerous change orders involved, which would amount to even more cost to complete the project. The fact that specifications were not met within the design criteria by the base bid, along with the needed alternate bid addition making the LinksLand bid higher than the next lowest bidder, both factor into my recommendation to accept the alternate bid of Oliphant Golf. Respectfully Submitted, Bob Higgins GM /Superintendent Brookshire Golf Course