TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 15, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-049-11, Furnish and Deliver Miscellaneous Work Gloves to Various Locations for a One (1) Year Period, Groups A, B, C & D to Fairmont Supply Company, in an amount not to exceed $55,708.51, Account 101-20000-623700
Body
Dear Sir:
On July 7, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-049-11 furnish and deliver miscellaneous work gloves to various locations for a one (1) year period, beginning approximately October 1, 2016 and ending September 30, 2017.
In response to a public advertisement of July 20, 2016, a bid opening was held on August 9, 2016. The bid tabulation for this contract is:
GROUP A: WOOL, COTTON AND FLEECE
FAIRMONT SUPPLY COMPANY $9,433.00
CICERO MANUFACTURING & SUPPLY COMPANY, INC. $10,572.50
ATLAS & ASSOCIATES, INC. *$25,700.00
GROUP B: NEOPRENE, RUBBER AND VINYL-COATED
FAIRMONT SUPPLY COMPANY $4,905.23
CICERO MANUFACTURING & SUPPLY COMPANY, INC. $8,053.78
ATLAS & ASSOCIATES, INC. *$14,049.00
GROUP C: LEATHER
FAIRMONT SUPPLY COMPANY $33,667.78
CICERO MANUFACTURING & SUPPLY COMPANY, INC. $38,159.46
ATLAS & ASSOCIATES, INC. $54,830.00
GROUP D: RUBBER PALM
BUFFALO SOURCING & SUPPLY $6,478.00
FAIRMONT SUPPLY COMPANY $7,702.50
CICERO MANUFACTURING & SUPPLY COMPANY, INC. $9,796.00
ATLAS & ASSOCIATES, INC. $12,500.00
*corrected total
Two-hundred twelve (212) companies were notified of the contract being advertised and thirty-two (32) companies requested specifications.
Buffalo Sourcing & Supply, the low bidder for Group D of this contract, provided a sample glove. The sample glove provided did not match the manufacture’s specifications submitted. The sample did not have the logo of the authorized representative, the model number, mechanical risks pictogram or information pictogram referenced in the manufacturer’s specifications. The District made numerous calls to the vendor to provide a sample that matched manufacturer’s specifications, but there was no response from the bidder. 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 Buffalo Sourcing & Supply of this action.
Fairmont Supply Company, the lowest responsible bidder for Groups A, B, C & D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A, B, C & D of this contract was $49,500.00, placing their bid of $55,708.51 approximately 12.5 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 16-049-11, Groups A, B, C & D to Fairmont Supply Company, in an amount not to exceed $55,708.51.
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 101-20000-623700.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:CD:me
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 September 15, 2016
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