TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 15, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-056-11, Furnish and Deliver Miscellaneous Hardware to Various Locations for a One (1) Year Period, Groups B & C to Liberty Fastener Company in an amount not to exceed $27,139.57, 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 16-056-11 furnish and deliver miscellaneous hardware 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: MISC HARDWARE
LIBERTY FASTENER COMPANY $24,723.95
ATLAS & ASSOCIATES, INC. $58,796.90
GROUP B: ZINC AND BRASS HARDWARE
LIBERTY FASTENER COMPANY *$15,664.11
CLARK DEVON HARDWARE COMPANY, INC. *$16,906.11
ATLAS & ASSOCIATES, INC. *$328,724.90
GROUP C: STAINLESS STEEL HARDWARE
LIBERTY FASTENER COMPANY *$11,475.46
STAINLESS PRODUCTS, INC. *$13,772.44
ATLAS & ASSOCIATES, INC. *$534,440.25
*corrected total
Four-hundred thirty-five (435) companies were notified of the contract being advertised and thirty-one (31) companies requested specifications.
Liberty Fastener Company, the low bidder for Group A of this contract, did not bid all items in Group A as required. Therefore, the bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Liberty Fastener Company of this action.
Atlas & Associates, Inc., the next low bidder for Group A of this contract, submitted a bid of $58,796.90, which is approximately 194% over the estimated cost of $20,000.00 and is deemed too high for award. Therefore, the bid is rejected in the public’s interest. The Director of Procurement and Materials Management has notified Atlas & Associates, Inc. of this action. Group A will be re-advertised at a future date.
Liberty Fastener Company, the lowest responsible bidder for Groups B & C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups B & C of this contract is $20,500.00, placing their bid of $27,139.57 approximately 32% 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 16-056-11, Groups B & C to Liberty Fastener Company, in an amount not to exceed $27,139.57.
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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