TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 20, 2014
Committee on procurement
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 15-866-11, Security Services at the Prairie Plan Site in Fulton County, Illinois, to Elam Private Detective, Inc., in an amount not to exceed $172,868.96, Account 101-68000-612490, Requisition 1378433
Body
Dear Sir:
On September 4, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 15-866-11 Security Services at the Prairie Plan Site in Fulton County, Illinois.
In response to a public advertisement of October 8, 2014, a bid opening was held on October 28, 2014. The bid tabulation for this contract is:
elam Private Detective, Inc. $172,868.96
One hundred twenty-one (121) companies were notified of this contract being advertised and twenty (20) companies requested specifications.
The Director of Procurement and Materials Management has reviewed the bidders' list for this contract, and is satisfied that the market for this service has been adequately solicited. Two bidders were declared non-responsive at the bid opening for the following reasons: failing to provide a bid deposit with the bid and not signing the bid bond. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
Elam Private Detective, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $200,000.00, placing the total bid of $172,868.96, approximately 13.6 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Interim Ordinance Appendix D is not included in this contract because of the limited number of potential bidders.
The contract will require approximately two (2) 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 15-866-11 to Elam Private Detective, Inc., in an amount not to exceed $172,868.96, 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 expire on December 31, 2016.
Funds are being requested in 2015, in the amount of $86,434.48, in Account 101-68000-612490. The estimated expenditure for 2016 is $86,434.48. Funds for the 2015 and 2016 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 November 20, 2014