TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 16, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 16-612-22 (Re-Bid), Furnish and Deliver Bio-P Control Equipment, to Gasvoda and Associates, Inc., in an amount not to exceed $140,000.00, Account 201-50000-645650, Requisition 1439242
Body
Dear Sir:
On October 20, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-612-21, Furnish and Deliver Bio-P Control Equipment.
In response to a public advertisement on October 26, 2016, a bid opening was held on November 8, 2016. The sole bid was rejected at the Board meeting of December 1, 2016.
In response to a public re-advertisement on December 7, 2016, a bid opening was held on December 20, 2016. The bid tabulation for this contract is:
GEORGE E. BOOTH COMPANY, INC. $98,800.74
GASVODA & ASSOCIATES, INC. $140,000.00
Five hundred sixty-two (562) companies were notified of this contract being advertised and sixteen (16) companies requested specifications.
The low bid submitted by George E. Booth Company, Inc. (Booth), does not comply with all of the specifications of the contract. Booth submitted exceptions to the Detailed Specifications. The District reviewed Booth’s proposed alternate carbon probe specification provided. The carbon probe Booth proposed does not have direct measurement of chemical oxygen demand (COD). Instead, the carbon probe measures organic load. The Maintenance and Operations, and Monitoring and Research Departments require COD valves in the distributed control algorithm to determine the high strength organic material dosing rates. The parameter of the Booth carbon probe does not provide this direct parameter and it cannot be used directly in the process control loop.
Therefore, the bid is rejected for failing to comply with the Detailed Specifications of the contract and in the public’s best interest. The Director of Procurement and Materials Management has informed George E. Booth Company, Inc., of this action.
Gasvoda and Associates, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $142,000.00, placing their bid of $140,000.00 approximately 1.4 percent below the estimate.
The contract will be completed within twenty-one (21) calendar days after receipt of the purchase order.
The Multi-Project Labor Agreement is 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 issue a purchase order for Contract 16-612-22 (Re-Bid), to Gasvoda and Associates, Inc., in an amount not to exceed $140,000.00.
The bid deposit, in the amount of $7,000.00, will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and
Materials Management.
Funds are available in Account 201-50000-645650.
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 February 16, 2017