TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 24, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 19-063-11, Furnish and Deliver V-Belts, Conveyor Belts, and Bearings to Various Locations for a One-Year Period, Groups A, B, and C, to Accent Bearings Co., Inc., in a total amount not to exceed $50,500.56, Account 101-20000-623270
Body
Dear Sir:
On October 4, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 19-063-11 furnish and deliver v-belts, conveyor belts, and bearings to various locations for a one year period, beginning approximately February 1, 2019 and ending January 31, 2020.
In response to a public advertisement of October 17, 2018, a bid opening was held on November 13, 2018. The bid tabulation for this contract is:
GROUP A: V- Belts
BZ BEARING & POWER, INC. *$4,532.96
ACCENT BEARINGS CO., INC. $5,902.18
FAIRMONT SUPPLY COMPANY *$11,833.49
T & N CHICAGO, INC. *$16,342.80
*Corrected total
GROUP B: CONVEYOR BELTS
BELCON REGIS GROUP, INC. *$28,091.62
FAIRMONT SUPPLY COMPANY *$34,270.56
ACCENT BEARINGS CO., INC. *$40,654.24
T & N CHICAGO, INC. *$14,034,058.38
*Corrected total
GROUP C: BEARINGS
BZ BEARING & POWER, INC. *$3,898.22
ACCENT BEARINGS CO., INC. $3,944.14
FAIRMONT SUPPLY COMPANY *$8,300.47
T & N CHICAGO, INC. $10,971.29
*Corrected total
Five hundred sixty-three (563) companies were notified of the contract being advertised and thirty-one (31) companies requested specifications.
BZ Bearing & Power, Inc., the low bidder for Group A, failed to quote all items in this Group, which is a requirement of this contract. Therefore, the bid has been rejected in the public’s best interest. The Director of Procurement and Materials Management has notified BZ Bearing & Power, Inc., of this action.
Accent Bearings Co., Inc., the lowest responsible bidder for Group A, is proposing to perform this contract in accordance with the specifications. The estimated cost for Group A was $7,000.00, placing the bid of $5,902.18 approximately 15.9 percent below the estimate
Belcon-Regis Group, Inc., the low bidder for Group B, noted a 16-week delivery lead time for these items. This delivery lead time does not comply with the delivery requirements of the contract, which are 5-7 days after receipt of order. Therefore, the bid has been rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Belcon-Regis Group, Inc. of this action.
Fairmont Supply Company, the next lowest bidder for Group B, is proposing substitutes for four of seven items in this Group. Substitutes are not allowed for these items, per Board of Standards Specification 93-09-17-01, Belting - Conveyor. Therefore, the bid has been rejected for not complying with the specifications and in the public’s best interest. The Director of Procurement and Materials Management has notified Fairmont Supply Company of this action.
Accent Bearings Co., Inc., the lowest responsible bidder for Group B, is proposing to perform this contract in accordance with the specifications. The estimated cost for Group B was $33,000.00, placing the bid of $40,654.24 approximately 23.2 percent above the estimate.
BZ Bearing & Power, Inc., the low bidder for Group C, was requested to provide information on the substitute items they proposed, to determine compliance with the specifications. BZ Bearing & Power, Inc. indicated that they cannot provide all of the information requested. Therefore, the bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified BZ Bearing & Power, Inc. of this action.
Accent Bearings Co., Inc., the lowest responsible bidder for Group C, is proposing to perform this contract in accordance with the specifications. The estimated cost for Group C was $4,200.00, placing the bid of $3,944.14 approximately 6.1 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 19-063-11, Furnish and Deliver V-Belts, Conveyor Belts, and Bearings to Various Locations for a One-Year Period, Groups A, B, and C, to Accent Bearings Co., Inc., in a total amount not to exceed $50,500.56.
No bid deposit was required for this contract.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. Funds are available in Account 101-20000-623270.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:np
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 January 24, 2019
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