TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 12, 2018
Committee on procurement
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 18-053-11 Furnish and Deliver Lamps and Emergency Lighting to Various Locations for a One (1) Year Period, Group A to Neher Electric Supply, Inc., in an amount not to exceed $21,489.99, and Group B to Helsel-Jepperson Electrical Inc., in an amount not to exceed $17,769.20, Account 101-20000-623070
Body
Dear Sir:
On April 5, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-053-11 furnish and deliver lamps and emergency lighting to various locations for a one (1) year period, beginning approximately August 1, 2018 and ending July 31, 2019.
In response to a public advertisement of April 18, 2018, a bid opening was held on May 1, 2018. The bid tabulation for this contract is:
GROUP A: LAMPS
NEHER ELECTRIC SUPPLY, INC. $21,489.99
HELSEL-JEPPERSON ELECTRICAL INC. $22,535.43
WRANGLER TECH, LLC *$25,758.80
PRODUCTION DISTRIBUTION COMPANIES, INC. *$26,007.20
J. P. SIMONS & COMPANY *$30,061.08
ACTIVE ELECTRICAL SUPPLY COMPANY *$73,102.96
GROUP B: EMERGENCY LIGHTS
WRANGLER TECH, LLC $13,957.00
NEHER ELECTRIC SUPPLY, INC. $16,379.00
ACTIVE ELECTRICAL SUPPLY COMPANY $17,035.10
HELSEL-JEPPERSON ELECTRICAL INC. $17,769.20
PRODUCTION DISTRIBUTION COMPANIES, INC. $18,590.55
J. P. SIMONS & COMPANY $19,830.10
PROGRESSIVE INDUSTRIES, INC. $22,477.41
* Corrected total
Seven hundred and eleven (711) companies were notified of this contract being advertised and thirty six (36) companies requested specifications.
Neher Electric Supply, Inc., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for this group was $25,000.00, placing the total bid of $21,489.99, approximately 14 percent below the estimate.
Wrangler Tech, LLC, the low bidder for Group B, misquoted when they transposed pricing for several items on the proposal page. Therefore, the bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Wrangler Tech, LLC of this action.
Neher Electric Supply, Inc., the next low bidder for Group B, qualified their bid by noting additional freight for orders under $1,000.00, which is contrary to the contract terms and conditions. Therefore, the bid was considered non-responsive and was rejected. The Director of Procurement and Materials Management has notified Neher Electric Supply, Inc., of this action.
Active Electrical Supply Company, the next low bidder for Group B, qualified their bid by noting additional freight for orders under $1,150.00, which is contrary to the contract terms and conditions. Therefore, the bid was considered non-responsive and was rejected. The Director of Procurement and Materials Management has notified Active Electrical Supply Company of this action.
Helsel-Jepperson Electrical Inc., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for this group was $18,000.00, placing the total bid of $17,769.20, approximately 1.3 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D was 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 18-053-11, Group A, to Neher Electric Supply, Inc., in an amount not to exceed $21,489.99, and Group B to Helsel-Jepperson Electrical Inc., in an amount not to exceed $17,769.20.
There was no bid deposit required for this contract.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents.
Funds are available in Account 101-20000-623070.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:tc/np
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 July 12, 2018
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