TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 15, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-673-13 (Re-Bid), Heavy Equipment Repairs at Various Locations, Group A to Howell Tractor & Equipment, LLC, in an amount not to exceed $119,770.00, and Group B to Stevenson Crane Service, Inc., in an amount not to exceed $615,960.00, Accounts 101-66000, 68000-612760, Requisitions 1404751, 1407147
Body
Dear Sir:
On March 3, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-673-11 Heavy Equipment Repairs at Various Locations.
In response to a public advertisement of May 4, 2016, a bid opening was held on May 24, 2016. All bids were rejected as reported at the Board meeting of June 16, 2016.
In response to a public re-advertisement of June 22, 2016, a bid opening was held on July 19, 2016. No bids were received for this contract.
On August 4, 2016, authorization to amend the Board Order of March 3, 2016 was approved by the Board of Commissioners.
In response to a public re-advertisement of August 10, 2016, a bid opening was held on August 30, 2016. The bid tabulation for this contract is:
GROUP A: CALUMET SERVICE AREA
HOWELL TRACTOR & EQUIPMENT LLC $119,770.00
STEVENSON CRANE SERVICE, INC. *$124,640.00
MCCANN INDUSTRIES, INC. $142,400.00
GROUP B: STICKNEY, LASMA, CALSMA
STEVENSON CRANE SERVICE, INC. *$615,960.00
HOWELL TRACTOR & EQUIPMENT LLC $754,655.00
*corrected total
Two hundred sixty-six (266) companies were notified of this contract being advertised and ten (10) companies requested specifications.
Howell Tractor & Equipment LLC, the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $90,440.00, placing their bid of $119,770.00 approximately 32.4 percent above the estimate.
Stevenson Crane Service, Inc., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group B of this contract was $615,960.00, placing their bid of $542,000.00 approximately 13.7 percent above the estimate.
The work under this contract shall commence upon approval of the Contractor’s bond and terminate two years thereafter.
The Affirmative Action Ordinance, Revised Appendix D was not included in this contract because of the specialized nature of the work.
Howell Tractor & Equipment LLC and Stevenson Crane Service, Inc., have executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following construction trades will be utilized on this contract: operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will require approximately two (2) 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 16-673-13 (Re-Bid), Group A to Howell Tractor & Equipment, LLC, in an amount not to exceed $119,770.00, and Group B to Stevenson Crane Service, Inc., in an amount not to exceed $615,960.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2016 expenditure for Group A, in the amount of $17,940.00, are available in Account 101- 68000-612760. The estimated expenditure for 2017 is $50,000.00 and for 2018 is $51,830.00. Funds for the 2017 and 2018 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2016 expenditure for Group B, in the amount of $187,960.00, are available in Account 101-66000-612760. The estimated expenditure for 2017 is $214,000.00 and for 2018 is $214,000.00. Funds for the 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 September 15, 2016