TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 6, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 17-603-21, Furnish and Deliver a Windrow Turner to LASMA, to Ecoverse Industries, LTD, in an amount not to exceed $579,900.00, Account 401-50000-634650, Requisition 1428918
Body
Dear Sir:
On October 20, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-603-21, Furnish and Deliver a Windrow Turner to LASMA.
In response to a public advertisement on January 11, 2017, a bid opening was held on January 31, 2017. The bid tabulation for this contract is:
SCARAB INTERNATIONAL, LLP $424,526.00
KOMPTECH AMERICAS LLC $495,000.00
ECOVERSE INDUSTRIES LTD $579,900.00
INDI ENTERPRISE, INC. $689,759.00
Four hundred ninety-six (496) companies were notified of this contract being advertised and fourteen (14) companies requested specifications.
The low bid, submitted by Scarab International, LLP, does not comply with all of the terms and specifications of the contract. The proposed windrow turner utilizes a belt driven rotor instead of a hydraulic driven rotor, as required by the contract on page DS-2. The belt driven rotor, and the associated rotor width and rotor speed, result in increased wear and maintenance, along with deficiencies in windrow mixing and shaping. Therefore, the bid is being rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Scarab International, LLP of this action.
The low bid, submitted by Komptech Americas LLC, does not comply with all of the terms of the specifications of the contract. The proposed machine does not meet the heap width requirement on page DS-3. The turner is 4 inches narrower and 4 inches taller. Therefore, the bid is being rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Komptech Americas LLC of this action.
Ecoverse Industries Ltd, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost of this contract is $650,000.00, placing the bid of $579,900.00, approximately 10.7 percent below the estimate.
The contractors shall furnish the equipment within 150 calendar days from the mailing date of the purchase order.
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 issue a purchase order for Contract 17-603-21, to Ecoverse Industries Ltd, in an amount not to exceed $579,000.00.
The bid deposit, in the amount of $33,000.00, 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 will be available, in the amount of $579,900.00, in Account 401-50000-634650. A recommendation to request a budget transfer will be submitted under separate action at this Board Meeting.
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 April 6, 2017