TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 5, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 15-608-21, Furnish and Deliver Uninterruptible Power Supplies to the Stickney Water Reclamation Plant and Main Office Building to J & S Power Solutions, Inc., in an amount not to exceed $64,800.00, Account 201-50000-645600, Requisition 1401811
Body
Dear Sir:
On August 6, 2015, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 15-608-21, Furnish and Deliver Uninterruptible Power Supplies to the Stickney Water Reclamation Plant and Main Office Building.
In response to a public advertisement on September 23, 2015, a bid opening was held on October 13, 2015. The bid tabulation for this contract is:
PACE SYSTEMS, INC. $45,256.90
MAGNETECH INDUSTRIAL SERVICES, INC. $56,435.00
J & S POWER SOLUTIONS, INC. $64,800.00
Nine hundred eighty-five (985) companies were notified of this contract being advertised and thirty-six (36) companies requested specifications.
The lowest bidder, Pace Systems, Inc., did not comply with all the terms and specifications of the contract. They proposed a 20 KVA UPS system for the main office building that is not a modular design with two No. 10 KVA power modules, as specified in the fifth bullet point on page DS-3 of the contract documents. Therefore, their bid is considered non-responsive and rejected in the best in the public’s best interest. The Director of Procurement and Materials Management has notified Pace Systems, Inc., of this action.
The second lowest bidder, Magnetech Industrial Services, Inc., did not comply with all the terms and specifications of the contract. They also proposed a 20 KVA UPS system for the main office building that is not a modular design with two No. 10 KVA power modules, as specified in the fifth bullet point on page DS-3 of the contract documents. Therefore, their bid is considered non-responsive and rejected in the best in the public’s best interest. The Director of Procurement and Materials Management has notified Magnetech Industrial Services, Inc., of this action.
J & S Power Solutions, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost of this contract is $65,000.00, placing their bid of $64,800.00, approximately equal to the estimate.
The contractor shall furnish and deliver the equipment within 40 calendar days from the mailing date of the purchase order.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
The bid deposit, in the amount of $3,200.00, will be retained in lieu of performance bonds, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
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 15-608-21 to J & S Power Solutions, Inc., in an amount not to exceed $64,800.00.
Funds are available in Account 201-50000-645600.
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 November 5, 2015