TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 4, 2015
Committee on procurement
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 15-053-11 Furnish and Deliver Lamps to Various Locations for a One (1) Year Period, to Graybar Electric Company, in an amount not to exceed $111,141.84, Account 101-20000-623070
Body
Dear Sir:
On February 5, 2015, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 15-053-11 furnish and deliver lamps to various locations for a one (1) year period, beginning approximately May 1, 2015 and ending April 30, 2016.
In response to a public advertisement of February 18, 2015, a bid opening was held on
March 10, 2015. The bid tabulation for this contract is:
T & N CHICAGO, INC. $77,869.15
BROOK ELECTRICAL SUPPLY COMPANY $99,081.74
PRODUCTION DISTRIBUTION COMPANIES $102,216.64
CRESCENT ELECTRIC SUPPLY COMPANY $104,866.83
HELSEL - JEPPERSON ELECTRICAL, INC. $109,705.62
GRAYBAR ELECTRIC CO. *$111,141.84
EVERGREEN SUPPLY COMPANY $116,497.98
* Corrected total
Six hundred and eighty nine (689) companies were notified of this contract being advertised and thirty two (32) companies requested specifications.
The low bid submitted by T & N Chicago, Inc., offered a substitution on an item that did not comply with the Board of Standards specifications. The value of the item represents approximately sixty (60) percent of the contract value. In accordance with the contract documents, substitutions are not acceptable; therefore, their bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified T & N Chicago, Inc., of this action.
Brook Electrical Supply Company offered substitute material on eleven (11) items that did not meet contract specifications by offering incorrect wattage and wrong size lamps. Therefore, in accordance with the contract documents, the bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified Brook Electrical Supply Company of this action.
Review of the bid received from Production Distribution Companies revealed the bid was missing the required signature of the Bidder/Authorized Officer on the signature page, Page P-15 of the contract document; therefore, in accordance with the contract documents, the bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified Production Distribution Companies of this action.
Crescent Electric Supply Company failed to bid on all items in the contract as required. They did not bid on six (6) items. Therefore, in accordance with the contract documents, the bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified Crescent Electric Supply Company of this action.
Helsel Jepperson Electrical, Inc., offered substitute material on thirty-one (31) items that did not meet contract specifications by offering lamps with low rated life and low lumens. Therefore, the bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified Helsel Jepperson Electrical, Inc., of this action.
Graybar Electric Company, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $120,000.00, placing the total bid of $111,141.84, approximately 7.4 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to 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.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 15-053-11, to Graybar Electric Company, in an amount not to exceed $111,141.84.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. There is no bid deposit for this contract.
Funds are available in Account 101-20000-623070.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MB:tc
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 June 4, 2015
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