Joint Purchasing Board

JOINT PURCHASING BOARD October 29, 2014 The Joint Purchasing Board met on Monday, October 29, 2014 at 3:00pm in the Board of Public Works and Safety room, 20 North 6th Street, Lafayette City Hall. Present were: Mayor Roswarski, Tom Murtaugh, Cindy Murray and Jennifer Weston Also present were: Rick Morrissey, City of Lafayette Purchasing Agent President Roswarski called the meeting to order. APPROVAL OF THE MINUTES Mr. Morrissey stated that there is a scrivener’s error under Discussion on Road Salt; ‘agency’ needs to be ‘agencies’. Mrs. Weston moved for approval of the minutes with the correction from the March 21, 2014 meeting. Mr. Murtaugh seconded. Motion carried. NEW BUSINESS Permission to Advertise-Gravel, Sand, Limestone & Soils + Ready Mix --Tentative Date for First Publication 11/20/2014 Mr. Morrissey presented to the Board and recommended approval of a Permission to Advertise for the Gravel, Sand, Limestone & Soils + Ready Mix. Mrs. Murray moved for approval. Mrs. Weston seconded. Motion Carried. Permission to Advertise-Asphalt and Bituminous-Coated Aggregate --Tentative Date for First Publication 2/12/2015 Mr. Morrissey presented to the Board and recommended approval of a Permission to Advertise for the Asphalt and Bituminous –Coated Aggregate. Mr. Murtaugh moved for approval. Mrs. Murray seconded. Motion Carried. Permission to Advertise-Road Salt (Battleground, Shadeland, W. Lafayette) --Tentative Date for First Publication 4/9/2015 Mr. Morrissey presented to the Board and recommended approval of a Permission to Advertise for Road Salt. Mr. Murtaugh moved for approval. Mrs. Murray seconded. Motion Carried. PUBLIC COMMENT Opal Kuhl, Executive Director of the Tippecanoe County Highway Department, brought to the Board’s attention how the Board accepts bids and if there are any escalations/de-escalations. Mrs. Kuhl read to the Board in the specifications that the Board could either accept the lowest or the all responsible bidders. The next paragraph states that if the prices go up the contractor must provide that the bidder for whom the petroleum products are being purchased shall provide 5 business days written notice of any change in price. Upon receipt of written notice the purchasing agent shall request current price quotes in writing based upon terms and conditions of the original offer from all successful responsible bidders. Mrs. Kuhl’s concern with the process is that if on contractor has an increase/decrease do both of the contractors have to turn in sealed bids again? Mr. Morrissey stated that Rieth-Riley responded after he made contact by Milestone. Mr. Morrissey stated that after consulting the City Attorney the Escalation Clause is not a needed item in the bid specification so therefore that clause will be removed for 2015. Mr. Morrissey also stated that whatever price a contractors bids will be the price for the entire contract and that will be no escalation or de-escalation in prices. Mr. Murtaugh moved to leave the Escalation Clause out of the bid specifications. Mrs. Murray seconded. Motion Carried. Joint Purchasing Board October 29, 2014 Page 2 Mr. Morrissey stated that regarding the Gravel, Sand Limestone, Soil and Ready Mix bid documents, the county have removed the ‘delivered product’ to the ‘quadrants’ because of non-use for many years. Mrs. Weston moved to remove the ‘quadrants’ out of the bid documents. Mr. Murtaugh seconded. Motion Carried. With no further business to come before the Board, Mr. Murtaugh moved to adjourn. Mrs. Weston seconded. Motion carried. Time: 3:10p.m. JOINT PURCHASING BOARD Tony Roswarski s/s 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.