TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 5, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 16-911-21, Furnishing and Delivering a Condensate Return System for the West Grit Building to the Stickney Water Reclamation Plant, to F & P Associates, Inc., in an amount not to exceed $39,605.00, Account 201-50000-645650, Requisition 1410207
Body
Dear Sir:
On January 7, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-911-21, Furnishing and Delivering a Condensate Return System for the West Grit Building to the Stickney Water Reclamation Plant.
In response to a public advertisement of March 23, 2016, a bid opening was held on April 12, 2016. The bid tabulation for this contract is:
F & P ASSOCIATES, INC. $39,605.00
Three hundred seventy-five (375) companies were notified of this contract being advertised and twenty-five (25) 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 provide the equipment requested and could not bid competitively. 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.
F & P Associates, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $50,000.00, placing their bid of $39,605.00, approximately 20.8 percent below the estimate.
The contract will be completed by December 31, 2016.
The Affirmative Action Ordinance, Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because it is primarily a furnish and deliver contract.
The bid deposit, in the amount of $2,500.00, 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.
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 16-911-21 to F & P Associates, Inc., in an amount not to exceed $39,605.00.
Funds are available in Account 201-50000-645650.
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 May 5, 2016