Bids & Purchases Committee

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA BIDS AND PURCHASES COMMITTEE Monday, July 31, 2017 (August Committee Meeting) Municipal Complex, Building A, Public Meeting Room 1 100 Ann Edwards Lane Mount Pleasant, SC 29464 MINUTES Members Present: Gary Santos, Chairman; Elton Carrier and Jim Owens Staff Present: Eric DeMoura, Town Administrator; Marcy Cotov, Chief Financial Officer; Rick Griles, Procurement Officer; Steve Gergick, Recreation Director, Paul Lykins, Project Engineer Mr. Santos called the meeting to order at 8:30 a.m. 1. Approval of Minutes from the June 29, 2017 meeting Mr. Owens moved for approval; seconded by Mr. Carrier. All present voted in favor. 2. Public Comments [None] 3. Award of contract for the New Town Hall Gym Mr. Griles stated that the Town received five proposals and the low bid was from Benchmark Contracting, Inc., in the amount of $5,789,000.00; however, when staff evaluated the bids, they found that their bid was non responsive as they did not use a prequalified contractor for the tilt- up concrete construction work. He stated that staff recommended that their bid not be considered. He stated that the next low responsive bid was from Charles Blanchard Construction Corporation. He stated that they found them to be a responsible bidder and recommend award to  Bids & Purchases Committee July 31, 2017 Page 2 of 8 them in the amount of $6,144,462.00. However, prior to moving to that recommendation, Mr. Gergick would like to make a short presentation. Mr. Gergick stated that the following is a rendition of the new facility. He stated that they have been working on this project for the past 18 months. He stated that the building will be located where the Police Department was previously housed and is very similar to the Park West gym. He stated that it will have two main basketball courts, with portable bleachers in the middle. He stated that they were able to make it slightly larger than the Park West gym, which allows for four volleyball courts. He stated that they will have twelve basketball goals and four volleyball nets that will retract into the ceiling. He stated that another very nice feature will be a retractable wrestling mat. Mr. Santos stated that the Town has a wrestling program which is typically run by Wando High School. He asked if Wando would be using this facility and coaching the Recreation youth or will the Town have their own coaches. Mr. Gergick stated that the Town will have their own facility and the expectations are that Wando will still continue to co-coach. He stated that another feature shown on the next illustration are the locker rooms (left side), and residents that use Town Hall track and field area will be  Bids & Purchases Committee July 31, 2017 Page 3 of 8 able to enter in to the door to the left, closing off the rest of the lobby when the rest of the building is closed and use the restroom facilities. He stated that it is a very nice facility. Mr. Carrier asked if this facility would be lined for pickle ball. Mr. Gergick stated that it is not; however, there is still the ability to do so. He stated that there will be four additional courts at Park West for pickle ball. He stated in the upstairs area, there will be an exercise area for police, fire and Town employees.  Bids & Purchases Committee July 31, 2017 Page 4 of 8 He stated that this would be replacing the current Town Employee gym. Mr. Owens stated that he would like to make a motion to incorporate staff’s recommendations for contracting with Charles Blanchard Construction Corporation in the amount of $6,144,462.00 to construct the new Town Hall gymnasium; seconded by Mr. Carrier. Mr. Santos asked if Charles Blanchard Construction Corporation was able to participate in the Partnership program. He stated that the Blanchards were born and raised here. Mr. Griles responded in the negative and stated that their actual office is located in Charleston. Mr. Carrier asked if this was the first time the Town has awarded a contract to Charles Blanchard Construction Corporation. Mr. Griles stated that this was the first time that he is aware of. All present voted in favor. 4. Award of contract for the lease/purchase of funds for a Fire Pumper Truck Mr. Griles stated that the Town sent out the RFP (request for proposal) for the solicitation and received seven responses from six firms. He stated that the low responsive offer was from US Bancorp and the interest rate for this was 1.528% for a total interest amount of $14,342.62 and staff recommends awarding this to them as it would be the most advantageous to the Town. He stated that this would be a three year lease term, is a debt obligation to the Town and would require action by Town Council. Mr. Carrier stated that this is a great rate. He asked if the $725,000.00 would be for one purchase. Mr. Griles responded in the affirmative and stated that this would be for one pumper fire truck.  Bids & Purchases Committee July 31, 2017 Page 5 of 8 Mr. Carrier moved to approve the recommendation of staff for the $725,000.00 to be financed for three years at a 1.528% rate with US Bancorp; seconded by Mr. Owens. All present voted in favor. 5. Award of contract for a Fire Pumper Truck Mr. Griles stated that two bids were received with the low bid from All Source Enterprise, LLC dba Safe Industries. He stated that Safe Industries proposed a KME Fire apparatus and Spartan proposed a Pierce apparatus. He stated that the bid from Safe Industries was reviewed by staff and determined not to be a responsive bid as they took exception to some of the specifications. He stated that three of these items were most noticeably the wheelbase, which was longer than they specified, which prevents the fire personnel from going into tight spaces, alleyways and cul-de-sacs. He stated that the other item was a seating arrangement, which was not a safe and efficient set up for entering and exiting the vehicle. He stated that the third reason was that the compartment area of the cab did not allow access to medical equipment, which is essential. He stated that there are other items, but these are the three most notable. He stated that staff recommends award to the next responsive bidder which is Spartan Fire and Emergency Apparatus, in the amount of $723,122.74 which includes the purchase of the apparatus and the accessory equipment. He stated that some items were eliminated to bring this within budget which was the budget approved for lease purchase financing. Mr. Carrier asked where this equipment would be located. Chief Leon Lantagne stated that it would be located at Station 6 in Carolina Park. Mr. Carrier asked if the pumper has a height or is it a support vehicle. Mr. DeMoura stated that it is a tactical fire suppression vehicle; it is not a ladder truck. Mr. Owens made a motion to accept staff’s recommendation and contract with Spartan Fire and Emergency Apparatus in the amount of  Bids & Purchases Committee July 31, 2017 Page 6 of 8 $723,122.74 for the purchase of the pumper truck fire apparatus and equipment; seconded by Mr. Carrier. All present voted in favor. 6. Award of contract for the design of Park West Boulevard Widening Mr. Griles stated that staff recommends that the Town utilize one of the on-call consultants, which is Mead & Hunt, and they will perform the necessary design work for the improvements to Park West Boulevard. He stated that staff recommends that the Town award the negotiated amount of $482,174.00. Mr. Santos stated that this is music to the residents of Park West. Mr. Owens stated that he agrees with Mr. Santos as the residents of Park West see this as a much needed and desired opportunity to widen Park West Boulevard. He stated that this comes at a good time and he looks forward to seeing this move forward to construction. Mr. Carrier asked for the timeframe on the design work. Mr. Griles stated that it is twelve to fourteen months. Mr. Santos stated that this is a long time and asked if there was a special reason why. Mr. Griles stated that there needs to be public meetings, as well as the permit process. Mr. Carrier asked if the Town owns the land of both sides of the road. Mr. Griles stated that it is his understanding. Mr. Carrier asked if underground utilities will need to be relocated. Mr. Lykins, Project Engineer stated that there is potentially that possibility. Mr. Carrier asked if this goes all the way to the roundabout. Mr. DeMoura stated that it is the whole design. Mr. Owens asked if there was any way that the process can be expedited. Mr. Lykins stated that staff feels they may expedite the process by doing the plan set in phases; from the Recreation Entrance where the four lane  Bids & Purchases Committee July 31, 2017 Page 7 of 8 section ends now to the Grey Marsh roundabout, which would likely expedite the construction process. Mr. Carried moved to accept staff’s recommendation to use Mead & Hunt for the design work on the Park West widening, in the amount of $482,174; seconded by Mr. Owens. All present voted in favor. 7. Award of contract for pipe repair and rehabilitation projects Mr. Griles stated that this is the cured in place pipe process to perform various repairs throughout the Town, most notably Belle Hall, Hobcaw Creek, The Village, Long Point, Old Village, Brookgreen, Dunes West, Palmetto Hall and the Cooper Estates areas of Town. He stated that staff recommends using the on-call contractor, Southeast Pipe Survey, Inc., to perform all the repair work. He stated that the cost is in the amount of $480,576.49 and this is based on the prices that were established in the on-call contract. Mr. Owens asked how long the on-call contract is for. Mr. Griles stated that it is for one year, with option to renew for four additional years for a total not to exceed five years. He stated that we are currently in the first year. Mr. Carrier asked how long a repair would be at its longest, in these subdivisions, not by time, but by length. Mr. Peele stated that it varies per subdivision. He said that some may have a 12 inch pipe that is only 42 feet long, and another subdivision may have an 18 inch pipe that is 1,196 feet long. He stated that they are not going into subdivisions like they did previously where they would complete an entire subdivision. He stated that a different approach needs to be taken, because the infrastructure is failing throughout the Town. He added that they will go where they are sure there are failing pipes that have been brought to their attention and that may have had some repair, but now major repairs need to be made. He stated that they are going to all the different subdivisions to address these issues.  Bids & Purchases Committee July 31, 2017 Page 8 of 8 Mr. Carrier asked if this included the Old Village Business District that Mount Pleasant Waterworks is performing. Mr. Peele stated that the Old Village is a total different project. Mr. Owens made a motion that the Town contract with Southeast Pipe Survey, Inc., in the amount of $480,576.49 to perform the cured in place concrete repairs in various locations within the Town of Mount Pleasant; seconded by Mr. Carrier. All present voted in favor. 8. Adjourn There being no further business, meeting adjourned at 8:47 a.m. Respectfully submitted, Barbara Ashe July 31, 2017