TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 21, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 19-002-12, Furnish and Deliver Cylinder Gases and Bulk Liquid Argon to various locations for a one-year period (Re-bid), Groups A, B, and C to Matheson Tri-Gas, Inc., in an amount not to exceed $47,421.73, Account 101-20000-623840
Body
Dear Sir:
On November 1, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 19-002-11, Furnish and Deliver Cylinder Gases and Bulk Liquid Argon to Various Locations for a One-Year Period, beginning approximately March 1, 2019 and ending February 28, 2020.
In response to a public advertisement of November 14, 2018, a bid opening was held on December 11, 2018. No bids were received for this contract.
In response to a public re-advertisement of January 9, 2019, a bid opening was held on January 29, 2019. The bid tabulation for this contract is:
GROUP A: DELIVERY OF LABORATORY GASES
MATHESON TRI-GAS, INC. $6,442.85
GROUP B: DELIVERY OF INDUSTRIAL GASES
MATHESON TRI-GAS, INC. *$3,207.18
GROUP C: DELIVERY OF LABORATORY GASES (DEWARS)
MATHESON TRI-GAS, INC. $37,771.70
GROUP D: DELIVERY OF PROPANE GASES
No Bids Received
*corrected total
Two hundred and seventy-five (275) companies were notified of the contract being advertised and nine (9) 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 reason for not bidding: goods/services required outside the area of business. 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.
The contract documents stated the District intended to award one contract to the lowest responsible bidder for Groups A and B combined, one contract to the lowest responsible bidder for Group C, and one contract to the lowest responsible bidder for Group D.
Matheson Tri-Gas, Inc., the sole bidder for Groups A and B, is proposing to perform the contract in accordance with the specifications. The estimated total cost for Groups A and B of this contract was $11,000.00, placing their total bid of $9,650.03 approximately 12.3 percent below the estimate.
Matheson Tri-Gas, Inc., the sole bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract was $33,000.00, placing their bid of $37,771.70 approximately 14.5 percent above the estimate.
There were no bids received for Group D of this contract. The material will be procured on the open market in the future.
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 19-002-12 (Re-bid), Groups A, B, and C, to Matheson Tri-Gas, Inc., in an amount not to exceed $47,421.73.
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 available in Account 101-20000-623840.
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 February 21, 2019
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