TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 21, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order for Contract 18-708-12 (Re-Bid), Furnishing and Delivering Sodium Carbonate to the Egan Water Reclamation Plant, to Dubois Chemicals, Inc., in an amount not to exceed $341,616.40, Account 101-67000-623560, Requisition 1480780
Body
Dear Sir:
On December 21, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-708-11, Furnishing and Delivering Sodium Carbonate to the Egan Water Reclamation Plant.
In response to a public advertisement on March 14, 2018, a bid opening was held on April 3, 2018. There were no bids received for this contract.
In response to a public re-advertisement on April 25, 2018, a bid opening was held on May 15, 2018. The bid tabulation for this contract is:
DUBOIS CHEMICALS, INC. $341,616.40
Three hundred thirty-nine (339) companies were notified of this contract being advertised and seven (7) 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: could not meet the specifications of the contract. 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.
Dubois Chemicals, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $350,000.00, placing their bid of $341,616.40 approximately 2.4 percent below the estimate.
The contract shall commence five (5) days after the mailing date of a purchase order, and as directed by the Resident Engineer, and terminate twenty-four (24) months thereafter.
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 18-708-12 (Re-Bid), to Dubois Chemicals, Inc., in an amount not to exceed $341,616.40.
The bid deposit, in the amount of $17,500.00, 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 for the 2018 expenditures, in the amount of $84,000.00, are available in Account 101-67000-623560. The estimated expenditures for 2019 are $174,000.00 and for 2020 are $83,616.40. 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 June 21, 2018