TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 1, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 18-697-11, Services of Tractors with Rotavators and Sludge Pumps with Operators, to Stewart Spreading, Inc., in an amount not to exceed $1,452,700.00, Account 101-66000-612520, Requisition 1463531
Body
Dear Sir:
On August 31, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-697-11 Services of Tractors with Rotavators and Sludge Pumps with Operators.
In response to a public advertisement of November 29, 2017, a bid opening was held on December 19, 2017. The bid tabulation for this contract is:
STEWART SPREADING, INC. $1,452,700.00
Four hundred thirty-three (433) companies were notified of this contract being advertised and ten (10) 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 reason for not bidding: could not supply the required equipment. 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.
Stewart Spreading, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $1,455,000.00, placing the bid of $1,452,700.00 less than one percent below the estimate.
The Affirmative Action Ordinance, Revised Appendix D was not included in this contract because the required services do not provide practical or cost-effective opportunities for direct or indirect subcontracting.
Stewart Spreading, Inc., has executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract are: operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will require approximately nine (9) people for the services.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 18-697-11, to Stewart Spreading, Inc., in an amount not to exceed $1,452,700.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contractor shall commence work after approval of the Contractor’s Bond and terminate three years thereafter.
Funds for the 2018 expenditure, in the amount of $485,000.00, are available in Account 101-66000-612520. The estimated expenditures for 2019 and 2020 are $483,850.00 respectively. Funds for the 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: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 1, 2018