TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 4, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-033-11, Furnish and Deliver Miscellaneous Air Filters to Various Locations, for a One (1) Year Period, Groups A and B to Kap Holdings, LLC., in an amount not to exceed $47,898.64, Group C to Fairmont Supply Company, in an amount not to exceed $1,423.12, and Group D to Atlas & Associates, Inc., in an amount not to exceed $15,892.00 Account 101-20000-623270
Body
Dear Sir:
On May 19, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-033-11 furnish and deliver miscellaneous air filters to various locations for a one (1) year period, beginning approximately July 1, 2016 and ending June 30, 2017.
In response to a public advertisement of June 1, 2016, a bid opening was held on June 14, 2016. The bid tabulation for this contract is:
GROUP A: PLEATED AIR FILTERS
KAP HOLDINGS, LLC *$37,654.90
ANDERSON PROCESS *$39,472.52
FAIRMONT SUPPLY COMPANY $44,301.21
ATLAS & ASSOCIATES, INC. *$354,864.90
GROUP B: AIR CONDITIONING FILTERS - BAG TYPE
KAP HOLDINGS, LLC *$10,243.74
FAIRMONT SUPPLY COMPANY $12,568.52
ATLAS & ASSOCIATES, INC. *$14,830.00
GROUP C: FIBERGLASS AIR FILTERS
FAIRMONT SUPPLY COMPANY $1,423.12
ANDERSON PROCESS *$1,942.32
ATLAS & ASSOCIATES, INC. $2,320.00
KAP HOLDINGS, LLC *$2,730.28
GROUP D: AIR CONDITIONING FILTERS - PAD TYPE
KAP HOLDINGS, LLC *$9,221.47
ATLAS & ASSOCIATES, INC. $15,892.00
FAIRMONT SUPPLY COMPANY. $18,158.84
*corrected total
One thousand four hundred and fifty two (1,452) companies were notified of the contract being advertised and thirty-two (32) companies requested specifications.
Kap Holdings, LLC., the lowest responsible bidder for Groups A and B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A and B of this contract was $40,000.00, placing their bid of $47,898.64 approximately 19.7 percent above the estimate.
Fairmont Supply Company, the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract was $2,000.00, placing their bid of $1,423.12 approximately 28.8 percent below the estimate.
Kap Holdings, LLC., the low bidder for Group D of this contract, submitted proposed substitutions that did not meet contract specifications. Proposed substitute filters did not contain granulated activated carbon. Therefore, in accordance with the contract documents, the bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Kap Holdings, LLC., of this action.
Atlas & Associates, LLC., the lowest responsible bidder for Group D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group D of this contract was $14,000.00, placing their bid of $15,892.00 approximately 13.5 percent above 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 Ordinance, Revised 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 16-033-11, Groups A and B to Kap Holdings, LLC., in an amount not to exceed $47,898.64, Group C to Fairmont Supply Company, in an amount not to exceed $1,423.12, and Group D to Atlas & Associates, LLC., in an amount not to exceed $15,892.00.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. Funds are available in Account 101-20000-623270.
Recommended, Darlene A. LoCascio, Director of Procurement and Material Management, DAL:SEB:JN: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 August 4, 2016
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