TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 4, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 14-808-21, Furnish and Deliver One Submersible Propeller Pump to the Calumet Water Reclamation Plant, to Xylem Water Solutions USA, Inc., in an amount not to exceed $118,737.07. Account 201-50000-634620, Requisition 1376330
Body
Dear Sir:
On June 19, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 14-808-21, Furnish and Deliver One Submersible Propeller Pump to the Calumet Water Reclamation Plant.
In response to a public advertisement of August 27, 2014, a bid opening was held on September 9, 2014. The bid tabulation for this contract is:
XYLEM WATER SOLUTIONS USA, INC. $118,737.07
Five hundred and seventy-five (575) companies were notified of this contract being advertised and thirty-one (31) 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. A planholders' survey revealed the following reasons for not bidding: could not meet specifications of the contract; and do not represent the manufacturer of the equipment. 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.
The sole bid, submitted by Xylem Water Solutions USA, Inc., complies with all of the terms and specifications of the contract. The estimated cost for this contract is $122,500.00, placing the bid of $118,737.07 approximately 3.1 percent below the estimate.
The Multi-Project Labor Agreement was not included in 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.
The contractor shall deliver the submersible propeller pump within 120 calendar days from the mailing date of the purchase order.
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 14-808-21, in an amount not to exceed $118,737.07, to Xylem Water Solutions USA, Inc.
The bid deposit, in the amount of $6,000.00, will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds are available in Account 201-50000-634620.
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