TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 1, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Report on rejection of bids for Contract 16-618-12 (Re-Bid), Inspecting, Repairing and Pressure Testing of Fire Suppression Systems at Various Locations, estimated cost $164,400.00
Body
Dear Sir:
On April 21, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-618-11, Inspecting, Repairing and Pressure Testing of Fire Suppression Systems at Various Locations.
In response to a public advertisement of May 25, 2016, a bid opening was held on June 14, 2016. The bid was rejected as reported at the July 7, 2016 Board Meeting.
In response to a public advertisement of September 14, 2016, a bid opening was held on October 4, 2016. The bid tabulation for this contract is:
PHOENIX FIRE SYSTEMS, INC. $226,320.00
One hundred ninety-seven (197) companies were notified of this contract being advertised and fifteen (15) companies requested specifications.
A review of the sole bid, submitted by Phoenix Fire Systems, Inc., revealed that the bid was approximately 37.6 percent over the estimate and is considered too high for an award. Therefore, the bid will be rejected in the public’s best interest.
The Director of Procurement and Materials Management has informed the bidder of this action.
In addition, the District will reduce the Contractor’s bond for this contract to equal the bid deposit amount which will be held as security for performance guarantee. The cost estimate will be reviewed by the Maintenance and Operations Department.
The contract documents will be revised and re-advertised as soon as possible.
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 December 1, 2016