Due to some concerns with the company offering the lowest bid on a security and surveillance camera system for the Warsaw Police Department, the Board of Public Works and Safety on Friday approved the bid that was about $16,000 more.
WPD Chief Scott Whitaker reminded the board that on July 19 they received quotes for a new security/surveillance camera system. Two quotes were received - one from Securitas Technology for $66,540.34, and the other from Havel for $82,483.
“After reviewing those quotes with the city engineer, (Aaron) Ott, we’ve come to a conclusion, but I’d like for him to explain our determination and recommendation,” Whitaker said.
Ott said that since the purchase was “of high technology equipment and some things that get beyond some of our common understanding of what we were purchasing, we wanted to vet these out with our IT ... and get back with both of the parties who submitted a quote to make sure we understood what they were quoting what we were asking for.”
In looking at that, Ott said there were several concerns that arose with the quote from Securitas “that we felt or would create a situation where we weren’t getting the same exact equipment that we would get from the other bidder that we had asked for. The other bidder (Havel) came to the police station and during the process really went through it all and got comfortable with everything that was going on and gave us an all-inclusive quote.”
He said Securitas had little disclaimers that are going to be subject to additional costs throughout the process, which made the city officials uncomfortable with going forward with them.
Securitas’ service also has left a lot to be desired in the past, Ott said, “and there’s concerns that we’ll continue to get less service than we would want from that company.”
All of that led to the recommendation of going with Havel instead of Securitas, he stated.
Board member George Clemens said, “Any time you go with the higher quote, you have to have a reason for it.”
Ott said he felt like they gave them a fair chance to validate their quote and adjust it if they needed to.
WPD Capt. Joel Beam said, “We’re all in agreement with this move. We’re looking forward to getting it done.”
The board approved the bid from Havel for $82,483.
Bids also were opened for the street department for the construction of the Kincaide Street and Union Street sidewalk improvements project.
The three bids were from Pulver Asphalt Paving Inc., Albion, for $334,987; Brooks Construction, Fort Wayne, for $482,719; and Phend & Brown, Milford, for $437,971.34.
Public Works Superintendent Dustin Dillon told the board he, Ott and consultant A & Z Engineering like to take the bids under advisement and bring a recommendation back to the board at their next meeting, which is Aug. 16. The board approved for the bids to be taken under advisement.
The project consists of 2,200 linear feet of curb-face walk, concrete and asphalt driveway approaches, four ADA-compliant curb ramps and pavement markings, according to the advertisement for bids. The Kincaide Street segment begins at Union Street and extends east to Fishers Avenue. The Union Street segment begins at Kincaide Street and extends north to Eagle Creek.
In other business, the board approved:
• Dillon’s request to purchase four Earthlift Mobile Lifts and support stands from Stertil-Koni USA Inc. for $67,381.81, including trade-ins of a 2015 Mohawk Lift. He said they were saving almost $29,000.
• Dillon’s request, on behalf of the city, to solicit updated bids for on-road diesel, off-road diesel and 91 clear gasoline for 2025. The bids will be for 60,000 gallons of on-road diesel, 20,000 gallons of off-road diesel and 10,000 gallons for 91 clear gasoline delivered.
• Dillon’s request to advertise for sealed bids for the city’s landfill dumping for Jan. 1, 2025, to Dec. 31, 2028. The current contract expires Dec. 31, 2024.
• A contract between the city and VS Engineering for $93,470 the design of Airport Road from CR 300N to CR 350N, as well as the creation of construction documents and bid packets, as requested by Dillon.
“We’re planning on having this road designed for a full reconstruction. We’ve got a lot going on out in that area, the road is getting very rough. It’s got some subgrade issues,” he said.
Dillon plans to apply for Community Crossings Matching Grant funds from the state in January.
Quance asked when the actual construction might commence. Dillon said if they apply for the grant funds in January, they won’t find out if they’ve received them until April. If the grant is received in April, construction probably would start in late July/August 2025.
• The final pay application, for $13,699.23, to G & G Hauling & Excavating Inc. for the CR 200S pump station, as requested by Utility Superintendent Brian Davison.
• Pay application 3 for $116,381.72 to G & G Hauling & Excavating for the Kelly Park pond project, as requested by Davison. He said they’re making progress on it and it will make a great addition to the park when they’re finished with it.
• An easement agreement between HCC Development LLC and the city creating some restrictions on what HCC can build on the eastern portion of their property and an aerial easement that the Warsaw Municipal Airport would need for federal funding. Taylor said both are really beneficial to the airport as far as grants and funding moving forward. The easement agreement has a cost of $45,000, which the Warsaw Redevelopment Commission will be asked to approve at their meeting on Monday.
“We’re trying to expediate this process to keep up with the schedule of the developer as they wish to develop this parcel, but we did want to make sure it was developed in the right way that would not restrict what the airport could do in the future,” Taylor said.
Airport Manager Nick King said the property is on the south side of the airport’s north/south runway, across the street from the co-op on Rainbow Drive, so right there at the corner intersection of CR 250 and Rainbow Drive. The parcel is about 2 acres.
• A $7,204 pay application to Robinson Construction Inc. for the WPD training facility restroom project. Beam said construction is going very well and they connected the sewer last week.
• The new hire and change in payroll report as presented by Human Resource Director Denny Harlan.
Two WWFT firefighters - Nicholas Cole and Cody Metzger - completed their one-year probationary period, and firefighter Brandon Schmitt finished his one year back with the department. “These are just title changes,” Harlan said.
The fourth item was for a position change for Jason Nichols in the Wastewater Utility Department to maintenance technician.
The board also approved a list of travel requests as presented by Harland.