HomeMy Public PortalAbout11-23-1981 - Special Meeting /S-7
SPECIAL MEETING
•
BOARD OF PUBLIC WORKS AND SAFETY OF THE
CITY OF RICHMOND., INDIANA, NOVEMBER 23, 1981
1 The Board of Public Works and Safety of the City of Richmond, Indiana, met
2 in special session November 23, 1981 at the hour of 9:00.a.m. in the Municipal
3 Building in said City. Mr. Meredith presided with Mr. Ryder and Mr. Webb
4 present. The following business was had, to-wit:
5
6 Mr. Meredith announced the purpose of the meeting is to receive bids on patrol
7 cars for the Police Department and a computer hardware and software.
8
9 BIDS RECEIVED FOR PATROL CARS
10
11 City Attorney Ed Anderson examined proof of publication for 3 1982 or new 1981
12 4-door sedan Manufacturers Standard Production and 11 1982 4-door sedan Manu-
13 facturers Police Package and found it to be in order.
14
15 Mr. Webb moved the proof of publication be accepted and placed on file,
16 seconded by Mr. Ryder and on unanimous voice vote the motion was carried.
17
18 The following bids were received and recorded:
19
20 Bruce Hawkins Chrysler-Plymouth, Inc.
21 3 1982 PL41 Plymouth Reliance sedan 4-door $ 22 556.76
22 11 1982 PL41 Grand Fury 4-door 92,005.65
23 alternate 1982 PL41 Grand Fury 4-door 89,315.60
24
25 Wellings .Toyota Dodge, Inc.
26 11 .1982 Dodge Diplomat 4-door sedans . 91,265.35
27 alternate 318CID 2BBC adds $91.80 each 1,009.80
28 3 1982 Dodge Aries 22,387. 11
29
30 Tom Brookbank Chevrolet, Inc.
III31 11 . 1982 Malibu Classic Sedans 102,394.16
32 3 1981 4-door Citation (front. wheel drive) 23,584.51
33
34 Mr. Webb moved the bids be taken under advisement for tabulation, . evaluation
35 and recommendation, seconded by Mr. Ryder and on unanimous voice vote the
36 motion was carried.
37
38 BIDS RECEIVED FOR COMPUTER
39
40 Mr. Anderson examined proof of publication. for Computer Hardware and Software
41 per Specifications for the City of Richmond and found it to be in order.
42
43 Mr. Ryder moved the proof of publication be accepted, seconded by Mr. Webb
44 and on unanimous voice vote the motion was carried.
45
46 The following bid was received and recorded :
47 •
48 NCR
49 1 NCR 19020 mini computer . . $ 66,571.23
50 Lease purchase annual payment 16,163.49
51 Alternate 64,206.98
52
53 Mr. Webb moved the bid be taken under advisement, seconded by Mr. Ryder and
54 on unanimous voice vote the motion was- carried. _
111 55
56 PRESENTATION OF APPLICATION FOR POLICE COMMITTEE FOR POLICE MERIT SYSTEM--
57 Chief Chris
58 •
59 Chief Chris stated pursuant to certain rules and regulations in ordinance
60 language concerning the Merit Commission, it is necessary to hold an election
61 for a member of the nomination election committee. This is a committee of
62 police officers who are responsible for locating the civilian members of the
63 Board who are elected by the Police Department. He presented an application
64 from Lt. Marshall Smith to that committee. The closing date for applications
%
Board of Works Special Meeting Cont'd.
November 23, 1981
Page 2
1 to be filed is the 25th of November. Once this is closed an election date will
2 be set, the earliest of which would be December 9. The Board must set the date
3 and hold the election. Applications are presented .to the Board of Works.
4
5 Mr. Webb moved to acknowledge the subject notice of candidacy, seconded by Mr.
6 Ryder and on unanimous voice vote the motion was. carried.
7
8 RECESS
9
10 Mr. Meredith recessed the meeting until 1:00 p.m. to review the bids.
11
12 RECONVENED
13
14 Mr. Meredith reconvened the Board at 1 :09 p.m. He noted in reviewing the
15 specifications the bid of NCR included all of the hardware which was requested
16 on the specs and also the system software; however, it did not include the
17 application software.. This was to be.a .joint bid between NCR' and Systems Plus,
18 Inc. for the application software. At 10:00 a.m. Puralator delivered a bid from
19 Systems,Plus which was supposed to be a portion of the.NCR bid. On their delivery
20 receipt (and the bid was delivered- sealed) it does show thatthis was picked up
21 on November 19, 1981 by Puralator at 5 :23. It had been .in the possession of
22 Puralator since that time until it was delivered. He did check with the City
23 Attorney as far as accepting this bid and requested the City Attorney give his
24 opinion at this time.
25
26 City Attorney Ed Anderson read the following opinion:
27
28 Indiana law requires competitive bidding according to (IC 36-1-9) . The
29 Notice of Publication in this instance requires that bids be filed in
30 the proper office within the time fixed,, which was 9 :00 o'clock this
31 date. The purpose of requiring bids .if. .for competitive bidding and
32 inviting competition and to secure work or supplies at .the lowest price
33 practical. In this particular case, all statutory requirements were
34 met and the notice to the bidders reserved to the Board the right "to .-
35 waive informalities". Through no fault of this bidder, by the facts,
36 as recited, part of the bid was not ,received at the appointed time for
37 opening bids but was received within an hour of the prescribed time.
38 This additional material was necessary for completion of -the bid. and
-
39 to meet the specifications. .The specifications in no way, by receiving
40 this additional material, have been modified or changed prior to the
41 time for bids to be received and opened.. No way does this bid' depart
42 from the specifications and this irregularity or informality, in. my
43 opinion, does not invalidate the bid. It was necessary that the Board
44 have these additional facts from the delayed document, being a part of
45 the bid, to fully consider the bid. This irregularity in no way would
46 justify its rejection.
47 .
48 Further, in this case, there was only one bid or bidder but still the law
49 would hold it is competent to award a contract to such a.single bidder
50 and still preserve the element of competitive bidding. A contract may
51 be let to a sole bidder as long as fair opportunity for competition
52 existed. Thus, the waiver of this irregularity has placed no other
53 bidder on unequal footing or destroyed. the free and fair competition as
54 required by statute and law. In exercising the Board's discretion in
55 waiving this irregularity, we would see no abuse of its discretion.
56
57 So, Mr. Chairman, I would- recommend that the 'Board waive this irregularity
58 or informality and permit you to have accepted this bid and this addition-
59 al document.
60
61 Mr. Meredith stated on further advice from the City Attorney, in order to
62 properly consider the bid of NCR in conjunction with the software as requested
63 by our request for proposal, that it- would be proper to go ahead at the time
64 the bid was received and open the bid to review it for recommendation.
mil/
Board of Works Special Meeting Cont'd.
November 23, 1981
Page 3 -
1 Further, on his advice, this was opened in his presence as well as .the . Deputy
2 City Clerk's. He stated he believes it is also in the Indiana Statutes that
3 if a request for a. bid by the Board. of Works is made and that there are no
4 bids received in a timely manner that then the Board at its discretion may
5 keep that open and receive bids from day to day until.a satisfactory bid is
6 received and it can at that time be accepted and would not have to be re-
7 advertised. In this particular case today there were no bids for software
8 which would allow that to remain open from day to day until one is received.
9 This bid was received within one hour of the deadline set by the Board. This
10 bid is for application software which includes the budgetary accounting pack-
11 age, the payroll package etc. Mr. Meredith stated he feels there are two (2)
12 justifications for accepting the bid: (1) -the purpose..of setting a time ,is
13 so that someone can't run out and prepare a bid and then come back in and
14 submit. it. This particular bidder had no opportunity whatsoever to do that
15 and (2). also there were no competitive bids as no one else had submitted a
16 bid for software.
17 - -
18 Mr. Ryder moved to waive the informality and allow the subject bid to be
19 submitted, seconded by Mr.. Webb. Mr Ryder stated it is unfortunate that
20 the bid is late, he doesn't feel it should have been, but the fact that no
21 other bids were received is .the. basis of which he will decide how he votes.
22 Had there been another bid received, he would not have made such a motion.
23 There isn't any other interest..
24
25 Mr. Meredith stated he feels the Board would have, in. any case, had the right
26 to waive an informality of this nature as this was reserved in the legal ad.
27 Even had there been other bids, the Board would still have had to consider
28 waiving informalities which he thinks would have been justified.
29
30 On unanimous voice vote the motion was carried. -
31III -
32 A bid from Systems Plus is to furnish, install and do the data entry and
33 all the training for- the following application software to be processed on
34 an NCR Model 9020 Computer. .
35
36 The following bid from Systems Plus, Inc. of Cleveland, Ohio was recorded :
37 -
38 Budgetary Accounting Package $14,000
39 Payroll Package 7,000
40 Personnel Package .5,000
41 TOTAL $26,000
42
43 This is just to get the computer running. There is also a service contract
44 for software maintenance available.with 24 hour phone support and 1 day on
45 site which is $300 per month. Mr. Meredith intends to do this. It was not
46 on the formal proposal. The software charge which is shown is for the
47 license fee that one must purchase in order to operate someone else's program .
48 from scratch. You buy it from someoneelse which is called a license fee. We
49 do not have a personnel..software: at this present time, so he does not re-
50 commend including that in this package.. He finds both bids in. order. There
51 was an alternate bid. The difference in the bid is for ten (10) disc cart-
52 ridges. This has to be purchased one place or another. He recommended the
53 bid be received on the primary bid and that it .be under the lease purchase
54 provision rather than the outright purchase.
55
56 AWARD OF COMPUTER HARDWARE BID
III 57
58 Mr. Ryder moved to award the bid from NCR on a lease purchase basis and.
59 including ten (10) disc cartridges which is the primary bid as submitted,
60 seconded by Mr. Webb. The monthly payments will be $1 ,294.14. On unanimous
61 voice vote the motion was carried.
62
63 AWARD OF COMPUTER SOFTWARE BID
64
65 Mr. Ryder moved to award the bid in budgetary accounting and payroll of System
Board of Works Special Meeting Cont'd.
November 23, 1981
Page 4
1 Plus totaling $21,000, seconded by Mr. Webb and on unanimous voice vote the
2 motion was carried.
3
4 Mr. Meredith noted one requirement of the bid which both NCR and System Plus
5 have agreed to meet it to be up and running by January 1, 1982.
6
7 AWARD OF POLICE CARS
8
9 Chief Chris has reviewed the bids and recommends the following:
10
11 Taking the special division cars first which was an offer for three (3) 1981
12 or 1982 4-door sedans three (3) bids were received; : The lowest bid being from
13 Wellings Dodge for three (3) Aries 4-door sedans at $22,387. 11. This bid meets
14 specifications and he recommends awarding the bid to Wellings.
15
16 Mr. Webb so moved, seconded by Mr. Ryder and on unanimous voice vote the motion
17 was carried.
18
19 Bids were also received for eleven (11) police cars with police package which
20 were bid as 1982 only 4-door sedans. Some of the bids met specifications and
21 some did not. With an option of V 8 engines, Wellings. Dodge has bid 11 Diplo-
22 mats with the V 8 as an option for a total of $92,275.15. Welling also entered
23 a bid only on 6 cylinder engines as did Hawkins. The specifications called-for
24 a V 8 or a V 6 and, inasmuch as those two did not have a V,;'8 or a V 6 a straight
25 6 does not meet the specifications. . The bid received from .Brookbank Chevrolet
26 did meet specifications but is a higher bidder; therefore, he recommends
27 Welling Dodge be awarded the,bid for 11 Diplomats at $92,275.15, including the
28 V 8 option, which does make the vehicle meet the specifications.
29
30 Mr. Webb so moved , seconded by Mr. Ryder and on unanimous voice vote the motion
31 was carried.
32 '
33 ADJOURNMENT
34
35 There being no further business on motion duly made, seconded and passed
36 the meeting was adjourned. -
37
38 Donald E. Meredith
39 President
40
41 ATTEST: JoEllen Trimble
42 Clerk of the Board