TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 19, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 15-697-11, Services of Tractors with Rotavators and Sludge Pumps with Operators, to Stewart Spreading, Inc., in an amount not to exceed $1,453,132.00, Account 101-66000-612520, Requisition 1379120
Body
Dear Sir:
On September 18, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 15-697-11 Services of Tractors with Rotavators and Sludge Pumps with Operators.
In response to a public advertisement of January 7, 2015, a bid opening was held on January 27, 2015. The bid tabulation for this contract is:
STEWART SPREADING, INC. $1,453,132.00
One hundred sixty (160) companies were notified of this contract being advertised and four (4) 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 reason for not bidding: could not supply the required 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.
Stewart Spreading, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $1,455,000.00, placing the bid of $1,453,132.00 approximately .2 percent below the estimate.
The Affirmative Action Interim Ordinance Appendix D was not included in this contract due to the restricted number of potential bidders.
Stewart Spreading, Inc., has executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract are: operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will require approximately nine (9) 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 15-697-11, to Stewart Spreading, Inc., in an amount not to exceed $1,453,132.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contractor shall commence work after approval of the Contractor's Bond and terminate three years thereafter.
Funds for the 2015 expenditure, in the amount of $485,000.00, are available in Account 101-66000-612520. The estimated expenditures for 2016 and 2017 are $485,000.00 and $483,132.00, respectively. Funds for the 2016 and 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
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 March 19, 2015