TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 6, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 18-618-13 (Re-Bid), Specialized Repairs for Large Motors, to L & S Electric, Inc., in an amount not to exceed $110,280.00, Accounts 101-67000, 68000, 69000-612600, 612650, 623070, Requisitions 1476787, 1476788, and 1476789
Body
Dear Sir:
On November 16, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 18-618-11, Specialized Repairs for Large Motors.
In response to a public advertisement of February 7, 2018, a bid opening was held on February 27, 2018. No bids were received for this contract.
In response to a public re-advertisement of April 4, 2018, a bid opening was held on April 24, 2018. All bids were rejected at the Board meeting of June 7, 2018.
On June 21, 2018, authorization to amend the Board Order of November 16, 2017 was approved by the Board of Commissioners. The Multi-Project Labor Agreement (MPLA) was removed from the contract.
The cost estimate for Contract 18-618-13 was increased from $90,000.00 to $115,000.00. A review of the bids received under the last two advertisements revealed that the District’s cost estimate did not reflect the market cost for the services.
In response to a public re-advertisement of July 11, 2018, a bid opening was held on July 31, 2018. The bid tabulation for this contract is:
L & S ELECTRIC, INC. $110,280.00
K W SERVICES, INC. $139,087.00
Three hundred seventy-five (375) companies were notified of this contract being advertised and fourteen (14) companies requested specifications.
L & S Electric, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the terms and specifications of the contract. The estimated cost for this contract is $115,000.00, placing the bid of $110,280.00, approximately 4.1 percent below the estimate.
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.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because the specialized services are performed by highly-skilled technicians and trades specially trained and required to perform the work. District trades will perform any wrench work, as needed, for repairs.
The contract will require approximately two (2) 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 18-618-13 (Re-Bid) to L & S Electric, Inc., in an amount not to exceed $110,280.00, 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 upon approval of the Contractor’s bond and terminate three years thereafter.
Funds for the 2018 expenditure, in the amount of $20,280.00, are available in Accounts 101-67000, 68000, 69000-612600, 612650, 623070. The estimated expenditures for 2019 are $45,000.00, and for 2020 are $45,000.00. Funds for the 2019 and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested,Thomas M. Conway, Acting Director of Maintenance and Operations
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