TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 6, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 17-987-12 (Re-Bid), Specialty Railroad Track Maintenance in the Stickney Service Area, to Track Service, Inc., in an amount not to exceed $317,560.00, Account 101-69000-612670, Requisition 1453761
Body
Dear Sir:
On May 4, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-987-11, Railroad Track Maintenance in the Stickney Service Area.
In response to a public advertisement of April 4, 2018, a bid opening was held on April 24, 2018. All bids were rejected as reported at the Board Meeting of June 21, 2018.
In response to a public advertisement of June 27, 2018, a bid opening was held on July 24, 2018. The bid tabulation for this contract is:
TRACK SERVICE, INC. $317,560.00
Fifty-three (53) companies were notified of this contract being advertised and thirteen (13) 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: beyond their scope of work. 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.
Track Service, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $343,600.00, placing the bid of $317,560.00, approximately 7.6 percent below the estimate.
Track Service, Inc., is in compliance with the Affirmative Action Ordinance, Revised Appendix D as indicated on the attached report. The Minority Business Enterprise (MBE), Women Business Enterprise (WBE) and Small Business Enterprise (SBE) utilization goals for this contract are 0 percent MBE, 4 percent WBE, and the bidder offers WBE credits to satisfy SBE participation.
Track Service, Inc., has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following trades will be utilized on this contract: laborers, truck drivers, and operators. The list of trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will require approximately seven (7) 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 17-987-12 (Re-Bid) to Track Service, Inc., in an amount not to exceed $317,560.00, 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 work under this contract shall commence upon approval of the Contractor’s Bond and terminate on December 31, 2020.
Funds for the 2018 expenditure, in the amount of $114,300.00, are available in Account 101-69000-612670. The estimated expenditures for 2019 are $114,300.00 and for 2020 are $88,960.00. 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 September 6, 2018
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