TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 6, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 19-017-11, Furnish and Deliver Electrical Supplies, Wire, and Cable to Various Locations for a One (1) Year Period, Groups A, C, D & E to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $197,771.97, and Group B to J.P. Simons & Co., in an amount not to exceed $45,034.50, Accounts 101-20000-623070, 623170, 623680, 623850.
Body
Dear Sir:
On March 21, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 19-017-11 furnish and deliver electrical supplies, wire, and cable to various locations for a one (1) year period, beginning approximately July 1, 2019 and ending June 30, 2020.
In response to a public advertisement of April 3, 2019, a bid opening was held on April 23, 2019. The bid tabulation for this contract is:
GROUP A: ELECTRICAL SUPPLIES AND ACCESSORIES
ACTIVE ELECTRICAL SUPPLY COMPANY $28,823.25
HELSEL-JEPPERSON ELECTRICAL, INC. *$40,572.11
J.P. SIMONS & CO. *$41,672.24
GROUP B: WIRE AND CABLE
ACTIVE ELECTRICAL SUPPLY COMPANY $43,555.55
J.P. SIMONS & CO. *$45,034.50
HELSEL-JEPPERSON ELECTRICAL, INC. $46,887.50
GROUP C: WIRE LUGS AND CONNECTORS
HELSEL-JEPPERSON ELECTRICAL, INC. $31,900.05
J.P. SIMONS & CO. $36,228.24
GROUP D: BOXES, BREAKERS AND FUSES
HELSEL-JEPPERSON ELECTRICAL, INC. *$107,864.86
J.P. SIMONS & CO. *$115,896.75
ACTIVE ELECTRICAL SUPPLY COMPANY $173,211.30
GROUP E: BALLASTS AND FIXTURES
HELSEL-JEPPERSON ELECTRICAL, INC. $17,434.95
J.P. SIMONS & CO. $18,781.91
ACTIVE ELECTRICAL SUPPLY COMPANY $21,812.18
*corrected total
One thousand and one (1,001) companies were notified of this contract being advertised and thirty eight (38) companies requested specifications.
Helsel-Jepperson Electrical, Inc., the lowest responsible bidder for Groups A, C, D & E, is proposing to perform the contract in accordance with the specifications. The estimated cost of Groups A, C, D & E is $230,000.00, placing the bid of $197,771.97 approximately 14.0 percent below the estimate.
J.P. Simons & Co., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost of Groups B is $52,000.00, placing the bid of $45,034.50 approximately 13.4 percent below the estimate.
Active Electrical Supply Company, the low bidder for Group A, modified the unit of measure for several items, which is prohibited in the general terms and conditions of the contract. Active Electrical Supply Company, the low bidder for Group B, stated the pricing would not be firm through the duration of the contract, which is required in the general terms and conditions of the contract. Therefore, the bids for Groups A and B were considered non-responsive and were rejected. The Director of Procurement and Materials Management has notified Active Electrical Supply Company of this action.
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 and Appendix V are 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 19-017-11, Groups A, C, D & E to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $197,771.97, and Group B to J.P. Simons & Co., in an amount not to exceed $45,034.50.
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 Accounts 101-20000-623070, 623170, 623680, 623850.
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 June 6, 2019.
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