TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 5, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-659-11, Agricultural Management at Fulton County, Illinois, to Independent Mechanical Industries, Inc., in an amount not to exceed $1,689,759.04, Account 101-66000-612420, Requisition 1406710
Body
Dear Sir:
On February 18, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-659-11, Agricultural Management at Fulton County, Illinois.
In response to a public advertisement of April 6, 2016, a bid opening was held on April 19, 2016. The bid tabulation for this contract is:
INDEPENDENT MECHANICAL INDUSTRIES, INC. $1,689,759.04
Sixty-one (61) companies were notified of this contract being advertised and ten (10) 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 services requested. 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.
Independent Mechanical Industries, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $1,740,800.00, placing their bid of $1,689,759.04 approximately 3 percent below the estimate.
The Affirmative Action Ordinance, Revised Appendix D is not included in this contract because of the specialized nature of the work involved.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because of the specialized nature of the work involved.
The contract will employ approximately ten (10) 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 16-659-11, to Independent Mechanical Industries, Inc., in an amount not to exceed $1,689,759.04, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contract will commence upon approval of the Contractor’s bond and terminate December 31, 2018.
Funds for the 2016 expenditures, in the amount of $528,959.04, are available in Account 101-66000- 612420. The estimated expenditures for 2017 are $580,400.00 and for 2018 are $580,400.00. Funds for 2017 and 2018 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 May 5, 2016