TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 6, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order for Contract 18-401-11, Furnish and Deliver Police Uniforms for a Thirty-Six (36) Month Period, to Ray O’Herron Company, Inc., in an amount not to exceed $81,247.29, Account 101-15000-623700, Requisition 1493794
Body
Dear Sir:
On June 7, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-401-11, Furnish and Deliver Police Uniforms for a Thirty-Six (36) Month Period. The contract expires 36 months from the date of award.
In response to a public advertisement of June 20, 2018, a bid opening was held on July 10, 2018. The bid tabulation for this contract is:
RAY O’HERRON COMPANY, INC. *$81,247.29
*corrected total
Three hundred twenty (320) companies were notified of this contract being advertised and twelve (12) 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 provide the items requested. 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.
Ray O’Herron Company, Inc., the sole bidder for this contract, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $74,000.00, placing the total bid of $81,247.29, approximately 9.8 percent above the estimate.
The Multi-Project Labor Agreement is not applicable to 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 the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
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 18-401-11 to Ray O’Herron Company, Inc., in an amount not to exceed $81,247.29.
The bid deposit, in the amount of $3,700.00, 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 expenditure, in the amount of $11,284.35, are available in Account 101-15000-623700. The estimated expenditures for 2019, 2020 and 2021 are $27,082.44, $27,082.44 and $15,798.06, respectively. The expenditures for 2019, 2020 and 2021 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:st
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 September 6, 2018