TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 20, 2018
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 18-009-12 Furnish and Deliver Cloths, Paper Towels & Toilet Tissue to Various Locations for a One (1) Year Period (Re-bid), Group A to Cicero Mfg. & Supply Co., Inc., in an amount not to exceed $3,104.14, and Group D to The Standard Companies, Inc., in an amount not to exceed $5,125.00, Account 101-20000-623660
Body
Dear Sir:
On July 12, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 18-009-11 Furnish and Deliver Cloths, Paper Towels and Toilet Tissue to Various Locations for a One (1) Year Period, beginning approximately November 1, 2018 and ending October 31, 2019.
In response to a public advertisement of July 25, 2018, a bid opening was held on August 14, 2018. At the Board meeting of October 4, 2018, Groups B and C were awarded. It was stated that Group A would be re-advertised and subsequently divided into Group A (items 1-5) and Group D (item 6) to better facilitate the bidding process.
In response to a public re-advertisement of October 10, 2018, a bid opening was held on October 23, 2018. The bid tabulation for this contract is:
GROUP A: CLOTHS
FAIRMONT SUPPLY COMPANY $2,751.50
CICERO MFG. & SUPPLY CO., INC. $3,104.14
T & N CHICAGO INC. $3,129.18
THE STANDARD COMPANIES, INC. $3,402.38
GROUP D: WIPING RAGS
THE STANDARD COMPANIES, INC. $5,125.00
T & N CHICAGO INC. $10,047.50
FAIRMONT SUPPLY COMPANY $13,235.00
Seven hundred and eight (708) companies were notified of the contract being advertised and twenty-six (26) companies requested specifications.
The bid received from Fairmont Supply Company, for Group A, offered a substitute for Item 1 that did not meet the item’s description for package size or product dimension. Item 1 specifies 3” x 24” socks, (55) per box, while the proposed substitute offered provided 3” x 48” socks, (40) per box. This substitute was deemed unacceptable. Therefore, the bid was rejected for failure to meet the specifications of the contract documents and in the public’s best interest. The Director of Procurement and Materials Management has notified Fairmont Supply Company of this action.
Cicero Mfg. & Supply Co., Inc., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $4,200.00, placing the bid of $3,104.14 approximately 26.1 percent below the estimate.
The Standard Companies, Inc., the lowest responsible bidder for Group D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group D of this contract was $5,300.00, placing the bid of $5,125.00 approximately 3.3 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D is 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 18-009-12 (Re-Bid), Group A to Cicero Mfg. & Supply Co., Inc., in an amount not to exceed $3,104.14, and Group D to The Standard Companies, Inc., in an amount not to exceed $5,125.00.
Purchase orders will be issued when material is required. Payment will be based on the unit cost as indicated in the contract documents. There was no bid deposit required for this contract.
Funds are being requested in 2019, in Account 101-20000-623660, and are contingent upon the Board of Commissioners’ approval of the District’s budget for that year.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:jd
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 December 20, 2018
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