TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 4, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 14-449-11, Furnish and Deliver Videoconference Equipment, to Audio Fidelity Communications Corporation d/b/a Whitlock, in an amount not to exceed $100,170.73, Accounts 101-27000-623810 and 634840, Requisitions 1382162
Body
Dear Sir:
On October 2, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 14-449-11 Furnish and Deliver Videoconference Equipment.
In response to a public advertisement of November 5, 2014, a bid opening was held on November 18, 2014. The bid tabulation for this contract is:
AUDIO FIDELITY COMMUNICATIONS CORPORATION
D/B/A WHITLOCK *$100,170.73
SOLUTIONZ VIDEOCONFERENCING, INC. $104,159.35
CONFERENCE TECHNOLOGIES, INC. $113,350.00
MIDWEST COMPUTER PRODUCTS, INC. $116,586.78
*corrected total
One hundred thirty-one (131) companies were notified of this contract being advertised and seventeen (17) companies requested specifications.
Audio Fidelity Communications Corporation d/b/a Whitlock, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
Audio Fidelity Communications Corporation d/b/a Whitlock is not registered to transact business in Illinois, but has submitted a certificate of good standing from the State of Virginia. The Procurement and Materials Management Department has received approval from the Executive Director to move forward with the recommendation to award.
The estimated cost for this contract was $118,655.86, placing the bid of $100,170.73 approximately 15
percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Interim Ordinance Appendix D was not included in this contract because it is primarily a furnish and deliver contract.
The contract will be completed by December 31, 2014.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order for Contract 14-449-11 to Audio Fidelity Communications Corporation d/b/a Whitlock in an amount not to exceed $100,170.73.
There was no bid deposit required for this contract.
Funds are available in Accounts 101-27000-623810 and 634840.
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 December 4, 2014