Joint Purchasing Board

JOINT PURCHASING BOARD March 17, 2014 The Joint Purchasing Board met on Tuesday, March 17, 2014 at 1:30 pm in the Board of Public Works and Safety room, 20 North 6th Street, Lafayette City Hall. Present were: Tom Murtaugh, Cindy Murray and Jennifer Weston. Absent: Mayor Roswarski Also present were: Rick Morrissey, City of Lafayette Purchasing Manager and Dan Crowell, Street Commissioner Mr. Murtaugh called the meeting to order. APPROVAL OF THE MINUTES Mrs. Weston moved for approval of the minutes from the March 4, 2014 meeting. Mrs. Murray seconded. Motion carried. NEW BUSINESS Recommendation for Award-Asphalt and Bituminous-Coated Aggregate Rick Morrissey, Purchasing Manager, recommended approval of the Recommendation for Award of the Asphalt and Bituminous-Coated Aggregate to all bidders which include Asphalt Materials, Marathon Petroleum, Milestone Contractors and Rieth-Riley. It is in the best interest of both government agencies to seek the supplier with the lowest bid first and with consideration based on availability. Mrs. Murray moved for approval. Mrs. Weston seconded. Motion Carried. Road Salt Mr. Morrissey stated that based on Detroit Salt being the supplier for this past season, the City of Lafayette ran into a lot of problems with deliveries. Currently the city has not received salt orders that were placed over the winter. Mr. Morrissey spoke with the Tippecanoe County Highway Department and they request to go with the sealed bidding process in house instead of going with the State QPA. With the research that Mr. Morrissey has done regarding the price difference of going one way or the other, the prices don’t seem to vary but the speed of delivery and the level of service can be adjusted if sealed bids were given. Dan Crowell, Street Commissioner, stated that he is very unsatisfied with the trucking company that was used to deliver the salt. Several orders took longer then the time allotted and the tonnage ordered was not the tonnage received. Mr. Crowell recommended going with the sealed bidding process in house rather than the State QPA. Discussion ensued. The State QPA has a deadline of April 11, 2014 for the Board to decide if they are going with the State QPA or not. Mr. Crowell and Mr. Morrissey sent an email to the State to request a few changes in the upcoming State QPA bid. Mr. Morrissey stated that he would follow up with that email to see of the changes would be considered. The Board decided to wait to make a decision on whether to go with the State QPA until hearing back from Mr. Morrissey’s follow-up with the email. The Board decided to meet again later this week to make their decision. PUBLIC COMMENT There was none. With no further business to come before the Board, Mrs. Murray moved to adjourn. Mrs. Weston seconded. Motion carried. Time: 1:55 p.m. JOINT PURCHASING BOARD Tom Murtaugh s/s Vice President Minutes written by: Mindy Miller 1st Deputy Clerk, City of Lafayette. An audio recording of this meeting is available in the Lafayette City Lafayette Clerk’s Office.