TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 4, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 17-771-11, Aquatic Weed Removal at Various Locations, to Clarke Aquatic Services, Inc., Groups A and B, in an amount not to exceed $90,885.00, Accounts 101-66000, 67000-612420, Requisitions 1451372 and 1457213
Body
Dear Sir:
On March 16, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-771-11 Aquatic Weed Removal at Various Locations. The contract will expire April 30, 2020.
In response to a public advertisement of April 5, 2017, a bid opening was held on April 18, 2017. The bid tabulation for this contract is:
GROUP A: PEREGRINE LAKE
CLARKE AQUATIC SERVICES $75,000.00
GROUP B: SEPA STATIONS #4 AND #5
CLARKE AQUATIC SERVICES $15,885.00
Three hundred twenty-seven (327) companies were notified of this contract being advertised and sixteen (16) companies requested specifications.
The Director of Procurement and Materials Management has reviewed the bidders’ list for this contract, and is satisfied that the market for this service has been adequately solicited. A planholders’ survey revealed the following reasons for not bidding: not within their scope of work. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
Clarke Aquatic Services, Inc., 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 $75,000.00, placing the bid of $75,000.00 exactly equal to the estimate.
Clarke Aquatic Services, 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 $22,500.00, placing the bid of $15,885.00 approximately 29.4 percent below the estimate.
The contract will require approximately four (4) people for the services.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D, was not included in this contract due to the specialized nature of the services required and because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 17-771-11
to Clarke Aquatic Services, Inc., Groups A and B, in an amount not to exceed $90,885.00, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2017 expenditures, in the amount of $27,965.00, are available in Accounts 101-66000, 67000-612420. The estimated expenditures for 2018, 2019 and 2020 are $29,795.00, $29,795.00 and $3,330.00, respectively. Funds for the 2018, 2019 and 2020 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:st
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 May 4, 2017