TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 17, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 14-692-12, Utilization and Transportation of Air Dried Biosolids from LASMA and CALSMA, to Synagro Central, LLC, Option C, Group A, (Items 1 and 4), in an amount not to exceed $2,509,950.00, and to Synagro Central, LLC, Option C, Group B, (Items 1 and 4), in an amount not to exceed $2,077,250.00, Account 101-66000-612520, Requisition 1364699
Body
Dear Sir:
On November 21, 2013, the Board of Commissioners passed an order directing the Director of Procurement and Materials Management to advertise for bids Contract 14-692-11, Utilization and Transportation of Air Dried Biosolids from LASMA and CALSMA.
In response to a public advertisement of January 8, 2014, a bid opening was held on February 4, 2014. All bids were rejected, as reported, at the March 20, 2014 Board Meeting.
In addition, at the same Board Meeting, the Authority to Advertise was amended to reduce the cost estimate and term of the contract as reported.
In response to a public re-advertisement of March 21, 2014, a bid opening was held on April 8, 2014. The bid tabulation for this contract is:
COLUMN A COLUMN B COLUMN C
OPTION A - PAYMENT TO THE DISTRICT NO BIDS N/A N/A
OPTION B - ACCEPTING BIOSOLIDS AT NO BIDS N/A N/A
NO CHARGE
OPTION C - DISTRICT PAYING THE ALL BIDS
CONTRACTOR
COLUMN A COLUMN B COLUMN C
GROUP A, LASMA
SYNAGRO CENTRAL, LLC
ITEM 1 $18.95 per WT 51,000 $966,450.00
ITEM 4 $31.50 per WT 49,000 $1,543,500.00
$2,509,950.00
CONTINENTAL FARMS, INC.
ITEM 1 $15.75 per WT 51,000 $803,250.00
ITEM 4 $35.00 per WT 49,000 $1,715,000.00
$2,518,250.00
STEWART SPREADING, INC.
ITEM 1 $20.46 per WT 51,000 $1,043,460.00
ITEM 4 $33.46 per WT 49,000 $1,639,540.00
$2,683,000.00
GROUP B, CALSMA
SYNAGRO CENTRAL, LLC
ITEM 1 $17.95 per WT 35,000 $628,250.00
ITEM 4 $31.50 per WT 46,000 $1,449,000.00
$2,077,250.00
CONTINENTAL FARMS, INC.
ITEM 1 $15.50 per WT 35,000 $542,500.00
ITEM 4 $35.00 per WT 46,000 $1,610,000.00
$2,152,500.00
STEWART SPREADING, INC.
ITEM 1 $20.46 per WT 35,000 $716,100.00
ITEM 4 $33.46 per WT 46,000 $1,539,160.00
$2,255,260.00
COLUMN A: UNIT BID PRICE PER WET TON OF BIOSOLIDS
COLUMN B: PROPOSED QUANTITY OF BIOSOLIDS FOR UTILIZATION TO THE CONTRACTOR
COLUMN C: TOTAL COST = (A TIMES B)
NOTE: THE BIDS ABOVE ARE RANKED IN ORDER OF THE LOWEST COST PER WET TON TO THE DISTRICT BY GROUP AND ITEM, WHICH INCLUDES TRANSPORTATION COST PER (COLUMN A)
The maximum quantity of biosolids available for bid, as specified in the contract, was up to 100,000 wet tons for Group A, and 81,000 wet tons for Group B.
Three hundred and forty-six (346) companies were notified of this contract being advertised and seventeen (17) companies requested specifications.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because the classification of work does not fall within the provisions of the MPLA.
Synagro Central, LLC, the lowest responsible bidder for up to 100,000 wet tons, in a total amount of $2,509,950.00, is proposing to perform Option C - Items 1 and 4, in accordance with the specifications for Group A. The contract award value for Synagro Central, LLC is not to exceed $2,509,950.00.
Synagro Central, LLC is in compliance with the Affirmative Action Interim Ordinance Appendix D for Group A as indicated on the attached report. The Minority Business Enterprise (MBE), Women Business Enterprise (WBE), and Small Business Enterprise (SBE) for this contract are 20 percent Minority Business Enterprise (MBE), 13 percent Women Business Enterprise (WBE), and 10 percent Small Business Enterprise (SBE).
Synagro Central, LLC, the lowest responsible bidder for up to 81,000 wet tons, in a total amount of $2,077,250.00, is proposing to perform Option C - Items 1 and 4, in accordance with the specifications for Group B. The contract award value for Synagro Central, LLC is not to exceed $2,077,250.00.
Synagro Central, LLC is in compliance with the Affirmative Action Interim Ordinance Appendix D for Group B, as indicated on the attached report. The Minority Business Enterprise (MBE), Women Business Enterprise (WBE), and Small Business Enterprise (SBE) for this contract are 20 percent Minority Business Enterprise (MBE), 13 percent Women Business Enterprise (WBE), and 10 percent Small Business Enterprise (SBE).
The total estimated cost of this contract for Group A was $2,400,000.00, placing the total bid of $2,509,950.00 approximately 4.6 percent above the estimate.
The total estimated cost of this contract for Group B was $2,050,000.00, placing the total bid of $2,077,250.00 approximately 1.3 percent above the estimate.
Analysis by the Maintenance and Operations Department of the cost of final disposal/utilization of biosolids, including tipping and transportation fees, revealed that the recommended bids received in comparison with other biosolids contracts, on a cost per wet ton basis, are fair and reasonable, and in accordance to the contract documents. Therefore, the Director of Procurement and Materials Management concurs with the Maintenance and Operations Department and recommends this award.
In view of the foregoing, it is recommended that Contract 14-692-12 be awarded to Synagro Central, LLC, Option C, Group A, (Items 1 and 4), in an amount not to exceed $2,509,950.00, and to Synagro Central, LLC, Option C, Group B, (Items 1 and 4), in an amount not to exceed $2,077,250.00, subject to the contractors furnishing a performance bond in form satisfactory to our Law Department and approved by the Director of Procurement and Materials Management.
This contract expires on August 31, 2017, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2014 expenditures for Group A, in the amount of $555,000.00, are available in Account 101-66000-612520. The estimated expenditures for 2015, 2016 and 2017 are $585,000.00, $620,000.00 and $749,950.00 respectively. Funds for the 2015, 2016 and 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for that year.
Funds for the 2014 expenditures for Group B, in the amount of $330,000.00, are available in Account 101-66000-612520. The estimated expenditures for 2015, 2016 and 2017 are $475,000.00, $500,000.00 and $772,250.00 respectively. Funds for the 2015, 2016 and 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for that year.
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 17, 2014
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