TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 16, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 20-659-11, Agricultural Management, Agricultural Field-Side Mowing, and Fence Installation and Repair at Fulton County, Illinois, Groups A and C to C&J Mowing and Fencing LLC, in an amount not to exceed $639,000.00, and Group B to Independent Mechanical Industries, Inc., in an amount not to exceed $621,000.00, Account 101-66000-612420, Requisition 1527532
Body
Dear Sir:
On November 21, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-659-11, Agricultural Management, Agricultural Field-Side Mowing, and Fence Installation and Repair at Fulton County, Illinois.
In response to a public advertisement of January 29, 2020, a bid opening was held on February 25, 2020. The bid tabulation for this contract is:
GROUP A: AGRICULTURAL MANAGEMENT
C&J MOWING AND FENCING LLC $476,664.00
INDEPENDENT MECHANICAL INDUSTRIES, INC. $529,792.00
GROUP B: AGRICULTURAL FIELD-SIDE MOWING
INDEPENDENT MECHANICAL INDUSTRIES, INC. $544,500.00
FINER FINISH GROUNDS CARE LLC $576,675.00
C&J MOWING AND FENCING LLC $580,470.00
CENTRAL LANDSCAPING $643,500.00
MATTHEWS PROPERTY SERVICE LLC *$3,182,107,500.00
*corrected total
GROUP C: FENCE INSTALLATION AND REMOVAL
C&J MOWING AND FENCING LLC $177,392.20
MATTHEWS PROPERTY SERVICE LLC *$1,677,991,438.96
*corrected total
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $501,000.00 for Group A, $621,000.00 for Group B, and $138,000.00 for Group C.
C&J Mowing and Fencing LLC, the lowest responsible bidder for Groups A and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A and C of this contract was $639,000.00, placing their bid of $654,056.20 approximately 2.4 percent above the estimate.
Independent Mechanical Industries, Inc., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group B of this contract was $621,000.00, placing their bid of $544,500.00 approximately 12.3 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) and the Affirmative Action Ordinance, Revised Appendix D and Appendix V are not included in this contract because of the limited availability of MBE/WBE participants and the specialized nature of the work involved.
The contract will employ approximately six (6) people for the services.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 20-659-11, Groups A and C to C&J Mowing and Fencing LLC, in an amount not to exceed $639,000.00, and Group B to Independent Mechanical Industries, Inc., in an amount not to exceed $621,000.00, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contract will commence upon approval of the Contractor’s bond and as directed by the Engineer. The contract shall terminate on December 31, 2022, or upon the expenditure of available funds, whichever occurs earlier.
Funds for the 2020 expenditures, in the amount of $420,000.00, are available in Account 101-66000- 612420. The estimated expenditures for 2021 are $420,000.00 and for 2022 are $420,000.00. Funds for 2021 and 2022 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:cm
Respectfully Submitted, Barbara J. McGowan, Chairman, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for April 16, 2020