TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 23, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 15-693-11, Use of a Sanitary Landfill Site, Groups A and B, to Waste Management of Illinois, Inc., in an amount not to exceed $116,160.00, Account 101-66000-612520, Requisition 1385298
Body
Dear Sir:
On November 6, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 15-693-11 Use of a Sanitary Landfill Site.
In response to a public advertisement of February 11, 2015, a bid opening was held on March 3, 2015. The bid tabulation for this contract is:
GROUP A: LASMA
NEWTON COUNTY LANDFILL PARTNERSHIP $43,560.00
WASTE MANAGEMENT OF ILLINOIS, INC. $63,360.00
ADVANCED DISPOSAL SERVICES ZION LANDFILL, INC. $105,600.00
GROUP B: CALSMA
NEWTON COUNTY LANDFILL PARTNERSHIP $36,300.00
WASTE MANAGEMENT OF ILLINOIS, INC. $52,800.00
Fifty-nine (59) companies were notified of this contract being advertised and eight (8) companies requested specifications.
The basis for award takes into consideration the bid cost and trucking cost to transport the material to the landfill site. This was stated in the contract documents on page P-3. The trucking cost is based on an existing contract the District will use to transport the materials. A summary showing the total cost to the District for each group is shown on the attachment.
Waste Management of Illinois, Inc., the lowest responsive and responsible bidder for Groups A and B, proposes to perform the contract in accordance with the specifications. The total estimated cost for this contract was $121,000.00, placing the total bid of $116,160.00, approximately 4 percent below the estimate.
The Affirmative Action Interim Ordinance Appendix D was not included in this contract because it is for access to, and use of, a landfill.
The Multi-Project Labor Agreement was not included in this contract because it is for access to, and use of, a landfill.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 15-693-11, Groups A and B, to Waste Management of Illinois, Inc., in an amount not to exceed $116,160.00.
The total bid deposit for Groups A and B, 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.
The contractor shall commence work upon mailing of the purchase order and terminate on December 31, 2016.
Funds for the 2015 expenditure, in the amount of $58,080.00, are available in Account 101-66000-612520. The estimated expenditure for 2016 is $58,080.00. Funds for 2016 expenditure are contingent on the Board of Commissioners' approval of the District's budget for that year.
Newton County Landfill Partnership submitted a bid for Groups A and B but failed to sign the proposal page where indicated on P-7 as signature of Officer. Therefore, the bid is considered non-responsive and rejected in accordance with the General Requirements, under Specifications and Conditions, page G-2 in the contract documents. The Director of Procurement and Materials Management has notified Newton County Landfill Partnership of this action.
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 April 23, 2015
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