TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 3, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 17-033-11, Furnish and Deliver Miscellaneous Air Filters to Various Locations, for a One (1) Year Period, Group A to Brookaire Company, LLC., in an amount not to exceed $45,973.33, Groups B & D to T & N Chicago, Inc., in an amount not to exceed $23,449.59, and Group C to Root Brothers Mfg. & Supply Co., in an amount not to exceed $2,190.00 Account 101-20000-623270
Body
Dear Sir:
On April 6, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-033-11 Furnish and Deliver Miscellaneous Air Filters to Various Locations for a One (1) Year Period, beginning approximately July 1, 2017 and ending June 30, 2018.
In response to a public advertisement of April 19, 2017, a bid opening was held on May 9, 2017. The bid tabulation for this contract is:
GROUP A: PLEATED AIR FILTERS
PRODUCTION DISTRIBUTION COMPANIES $33,270.90
BROOKAIRE COMPANY, LLC. $45,973.33
AMALGAMATED SERVICES, INC. $47,641.17
T & N CHICAGO, INC. $47,719.74
ROOT BROTHERS MFG. & SUPPLY CO. $53,420.83
ATLAS & ASSOCIATES, INC. $82,230.00
GROUP B: AIR CONDITIONING FILTERS - BAG TYPE
PRODUCTION DISTRIBUTION COMPANIES $7,196.41
T & N CHICAGO, INC. $12,187.89
BROOKAIRE COMPANY, LLC. $13,228.92
ATLAS & ASSOCIATES, INC. $15,204.00
ROOT BROTHERS MFG. & SUPPLY CO. $20,292.30
GROUP C: FIBERGLASS AIR FILTERS
ROOT BROTHERS MFG. & SUPPLY CO. $2,190.00
ATLAS & ASSOCIATES, INC. $2,482.00
PRODUCTION DISTRIBUTION COMPANIES $3,108.03
BROOKAIRE COMPANY, LLC. $3,324.73
T & N CHICAGO, INC. $3,742.46
GROUP D: AIR CONDITIONING FILTERS - PAD TYPE
T & N CHICAGO, INC. *$11,261.70
PRODUCTION DISTRIBUTION COMPANIES *$15,491.15
BROOKAIRE COMPANY, LLC. $16,009.09
ATLAS & ASSOCIATES, INC. $22,866.00
ROOT BROTHERS MFG. & SUPPLY CO. $33,544.15
*corrected total
Four hundred and nineteen (419) companies were notified of the contract being advertised and sixteen (16) companies requested specifications.
Production Distribution Companies, the lowest bidder for Group A of this contract, proposed substitutions that did not meet contract specifications. Proposed substitute filters have significantly lower operating temperatures (150 degrees Fahrenheit) than all of the approved brands. All approved brands have a continuous operating temperature of 180 degrees Fahrenheit or higher. Therefore, the bid is rejected for failure to comply with the contract specifications and is in the public’s best interest. The Director of Procurement and Materials Management has notified Production Distribution Companies of this action.
Brookaire Company, LLC, 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 $47,000.00, placing the total bid of $45,973.33 approximately 2.2 percent below the estimate.
Production Distribution Companies, the lowest bidder for Group B, qualified their bid by requiring minimum quantity purchases. Therefore, the bid was considered non-responsive and was rejected. The Director of Procurement and Materials Management has notified Production Distribution Companies of this action
T & N Chicago, Inc., the lowest responsible bidder for Groups B & D, is proposing to perform the contract in accordance with the specifications. The total estimated cost for Groups B & D of this contract was $27,700.00, placing the total bid of $23,449.59 approximately 15.3 percent below the estimate.
Root Brothers Mfg. & Supply Co., the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract was $2,500.00, placing the total bid of $2,190.00 approximately 12.4 percent below the estimate.
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 award Contract 17-033-11, Group A to Brookaire Company, LLC, in an amount not to exceed $45,973.33, Groups B and D to T & N Chicago, Inc., in an amount not to exceed $23,449.59, and Group C to Root Brothers Mfg. & Supply Co., in an amount not to exceed $2,190.00.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents.
There was no bid deposit required for this contract.
Funds are available in Account 101-20000-623270.
Recommended, Darlene A. LoCascio, Director of Procurement and Material Management,
DAL:SEB:MS: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 August 3, 2017
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