TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 4, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 18-616-11, Furnishing and Delivering Chiller Parts and Services to Various Service Areas, to Autumn Construction Services, Inc., in an amount not to exceed $341,770.00, Accounts 101-67000, 68000, 69000-612680, 623070 and 623270, Requisitions 1491096, 1491108, 1491109, and 1491111
Body
Dear Sir:
On June 7, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-616-11 Furnishing and Delivering Chiller Parts and Services to Various Service Areas.
In response to a public advertisement of August 1, 2018, a bid opening was held on August 28, 2018. The bid tabulation for this contract is:
AUTUMN CONSTRUCTION SERVICES, INC. $341,770.00
ANCHOR MECHANICAL, INC. $386,840.00
*corrected total
Three hundred thirty-one (331) companies were notified of the contract being advertised and nine (9) companies requested specifications.
Autumn Construction Services, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $368,500.00, placing their bid of $341,770.00 approximately 7.3 percent below the cost estimate.
Autumn Construction Services, Inc., has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following construction trades will be utilized on this contract: pipefitters and electricians. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will employ approximately 2 (two) people for these services.
The Minority Business Enterprise (MBE), Women Business Enterprise (WBE) and Small Business Enterprise (SBE) utilization goals for this contract are 10 percent MBE and/or WBE, and 10 percent SBE.
Autumn Construction Services, Inc., is in compliance with the Affirmative Action Ordinance, Revised Appendix D as indicated on the attached report. The WBE utilization goals are 100 percent WBE and the bidder offers WBE credits to satisfy SBE participation.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 18-616-11, to Autumn Construction Services, Inc., in an amount not to exceed $341,770.00, 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 the contract will terminate 3 years thereafter, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2018 expenditure, in the amount of $21,000.00, are available in Accounts 101-67000, 68000, 69000-612680, 623070 and 623270. The estimated expenditures for 2019, 2020, and 2021 are $122,500.00, $122,500.00, and $75,770.00, 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: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 October 4, 2018