TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 7, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authorization to forfeit Contract 16-810-21, Furnish and Deliver Six Submersible Grit Pumps to the Calumet Water Reclamation Plant, to Atlas & Associates, Inc., in an amount not to exceed $96,000.00 Account 201-50000-634650, PO# 3091607
Body
Dear Sir:
On July 7, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-810-21, Furnish and Deliver Six Submersible Grit Pumps to the Calumet Water Reclamation Plant.
On October 6, 2016, the Board of Commissioners authorized the award of Contract 16-810-21 to Atlas & Associates, Inc., to furnish and deliver six submersible grit pumps to the Calumet Water Reclamation Plant.
On October 21, 2016, purchase order number 3091607 was issued to Atlas & Associates, Inc., with a delivery due date of February 23, 2017. As of October 27, 2017, Atlas & Associates, Inc., has failed to furnish and deliver the six specified submersible pumps, as ordered, in a timely manner. An email correspondence was received by the Resident Engineer on February 27, 2017, stating that the manufacture of the pumps would be delayed until May 15, 2017. The contractor later provided a date of September 9, 2017, but the pumps were shipped to Thomasville, Georgia on September 27, 2017. The Resident Engineer was notified on October 24, 2017 that the pumps were available for delivery but held by the distributor awaiting payment from Atlas & Associates, Inc. (Atlas).
A meeting was held on November 1, 2017, among the District, the distributor and the contractor, where Atlas verbally stated that it was their intention to cancel the contract. Atlas & Associates, Inc., confirmed their intention of cancelling the contract later that evening, via email. Therefore, the Director of Procurement and Materials Management has advised Atlas & Associates, Inc., that their contract will be forfeited in accordance with Section 70 ILCS 2605/11.11 of the Purchasing Act.
At the Board Meeting of February 2, 2017, Atlas & Associates, Inc., was placed on the District’s list of non-responsible vendors for a two-year period expiring February 2, 2019. Based on Atlas’s failure to perform according to contract specifications for non-delivery of equipment on this contract, an additional two- year period has been added. Therefore, Atlas & Associates, Inc., will remain on the District’s list until February 2, 2021.
In view of the foregoing, the Director of Procurement and Materials Management recommends the award of Contract 16-810-21, to Atlas & Associates, Inc., in an amount of $96,000.00, be forfeited.
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 7, 2017