TRANSMITTAL LETTER FOR BOARD MEETING OF August 7, 2014
Committee on procurement
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 14-040-11 Furnish and Deliver Computer Supplies to Various Locations for a One (1) Year Period, Groups A and C to Midwest Computer Products, Inc., in an amount not to exceed $20,190.00, and Group B to Bebon Office Machines in an amount not to exceed $18,640.10, Account 101-20000-623810
Body
Dear Sir:
On May 1, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 14-040-11 furnish and deliver computer supplies to various locations for a one (1) year period, beginning approximately August 1, 2014 and ending July 31, 2015.
In response to a public advertisement of May 14, 2014, a bid opening was held on June 10, 2014. The bid tabulation for this contract is:
GROUP A: MISCELLANEOUS SUPPLIES
MIDWEST COMPUTER PRODUCTS, INC. $2,837.50
BEBON OFFICE MACHINES *$6,988.08
*Corrected total
GROUP B: BLACK LASER TONER CARTRIDGES
BEBON OFFICE MACHINES *$18,640.10
MIDWEST COMPUTER PRODUCTS, INC. $28,528.00
*Corrected total
GROUP C: COLOR LASER TONER CARTRIDGES AND PRINTER ACCESSORIES
CHICAGO COMPUTER SUPPLY, INC. $5,780.00
MIDWEST COMPUTER PRODUCTS, INC. $17,352.50
BEBON OFFICE MACHINES $17,730.00
Five hundred two (502) companies were notified of this contract being advertised and thirty-five (35) companies requested specifications.
Chicago Computer Supply, Inc., the low bidder for Group C, provided substitutions, which does not comply with the requirements of MWRD Board of Standards Specification 10-06-07-01, which requires OEM products and prohibits substitutions of these materials.
Midwest Computer Products, Inc., the lowest responsible bidder for Groups A and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for both groups was $21,600.00, placing the total bid for Groups A and C of $20,190.00, approximately 7 percent below the estimate.
Bebon Office Machines, 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 $26,000.00, placing the total bid for Group B of $18,640.10, approximately 28 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Interim Ordinance Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 14-040-11, Groups A and C, to Midwest Computer Products, Inc., in an amount not to exceed $20,190.00 and Group B to Bebon Office Machines for a total amount not to exceed $18,640.10.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents.
Funds are available in Account 101-20000-623810.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:JN:np
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 August 7, 2014
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