TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 4, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 16-607-11, Furnishing and Delivering Mechanical Parts to Various Service Areas, to Fairfield Service Company of Indiana, LLC, in an amount not to exceed $280,755.00, Accounts 101-67000, 68000, 69000-623270, Requisitions 1422534, 1422519 and 1423277
Body
Dear Sir:
On April 21, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-607-11, Furnishing and Delivering Mechanical Parts to Various Service Areas.
In response to a public advertisement of June 8, 2016, a bid opening was held on June 28, 2016. The bid tabulation for this contract is:
FAIRFIELD SERVICE COMPANY $280,755.00
OF INDIANA, LLC
INDI ENTERPRISE, INC. $291,199.00
Seven hundred and thirty-five (735) companies were notified of this contract being advertised and thirty (30) companies requested specifications.
The purpose of this contract is to procure mechanical parts such as bearings, seals, O-rings and v-belts for various equipment, such as pumps, compressors and mechanical drives, on an as-needed basis, over a three-year period.
Fairfield Service Company of Indiana, LLC, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract is $270,250.00, placing their bid of $280,755.00 approximately 3.9 percent above the estimate.
The contract will be completed by July 1, 2019.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D was not included in this contract because it is primarily a furnish and deliver contract.
The bid deposit, in the amount of $13,600.00, 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 16-607-11 to Fairfield Service Company of Indiana, LLC, in an amount not to exceed $280,755.00.
Funds for the 2016 expenditure in the amount of $26,620.00 are available in Accounts 101-67000, 68000, 69000-623270. The estimated expenditures for 2017, 2018 and 2019 are $104,565.00, $104,565.00 and $45,005.00 respectively. Funds for the 2017, 2018 and 2019 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:st
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 August 4, 2016