TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 6, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-032-11, Furnish and Deliver Coveralls, Rainwear and Boots to Various Locations for a One (1) Year Period, Groups A and B to R.S. Hughes Company, Inc., in an amount not to exceed $27,610.98, Account 101-20000-623700
Body
Dear Sir:
On August 4, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-032-11 furnish and deliver coveralls, rainwear and boots to various locations for a one (1) year period, beginning approximately November 1, 2016 and ending October 31, 2017.
In response to a public advertisement of August 17, 2016, a bid opening was held on September 13, 2016. The bid tabulation for this contract is:
GROUP A: COVERALLS
R.S. HUGHES COMPANY, INC. $24,868.40
KAUL GLOVE & MANUFACTURING COMPANY $25,928.77
ATLAS & ASSOCIATES, INC. *$82,757.00
GROUP B: RAINWEAR
R.S. HUGHES COMPANY, INC. $2,742.58
KAUL GLOVE & MANUFACTURING COMPANY $2,996.14
T & N CHICAGO INC. *$3,254.04
HP PRODUCTS CORPORATION $4,153.94
ATLAS & ASSOCIATES, INC. *$8,736.00
GROUP C: BOOTS
ATLAS & ASSOCIATES, INC. *$38,860.00
*corrected
Four hundred sixty eight (468) companies were notified of the contract being advertised and forty-three (43) companies requested specifications.
R.S. Hughes Company, Inc., 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 $27,000.00, placing the total bid of $27,610.98 approximately 2.3 percent above the estimate.
Atlas & Associates, Inc., the low bidder for Group C, has submitted a bid, which is approximately 62.0 percent above the estimated cost. Additionally, twelve of the twenty eight Honeywell Ranger #2600 boots listed in Board of Standardization # 97-09-15-04 have been discontinued. Therefore, in accordance with the contract documents, the bid is considered too high for award and rejected in the public’s best interest. This group will be reviewed and rebid at a later time. The Director of Procurement and Materials Management has informed Atlas & Associates, Inc., of this action.
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.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 16-032-11, Groups A and B to R.S. Hughes Company, Inc., in an amount not to exceed $27,610.98.
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: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 October 6, 2016
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