TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 6, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 19-631-11, Furnishing and Delivering Odor Control Canisters and Media to Various Locations, to Syneco Systems, Inc., in an amount not to exceed $197,630.54, Account 101-66000-623560, Requisition 1491759
Body
Dear Sir:
On November 1, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 19-631-11, Furnishing and Delivering Odor Control Canisters and Media to Various Locations.
In response to a public advertisement of March 13, 2019, a bid opening was held on March 26, 2019. The bid tabulation for this contract is:
SYNECO SYSTEMS, INC. $197,630.54
One thousand one hundred twenty-one (1,121) companies were notified of this contract being advertised and twenty-four (24) 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 reasons for not bidding: could not provide the product and/or could not meet the specifications of the contract. 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.
Syneco Systems, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $195,000.00, placing their bid of $197,630.54 approximately 1.3 percent above the estimate.
The contract shall commence five calendar days after the mailing of the purchase order and terminate on December 31, 2021, or upon the expenditure of available funds, whichever occurs sooner.
Syneco Systems, Inc., is not registered to transact business in Illinois, but has submitted a certificate of good standing from the State of Minnesota. The Department of Procurement and Materials Management has received a request from the Director of Maintenance and Operations to move forward with the recommendation to award.
The Multi-Project Labor Agreement is not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V were 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 issue a purchase order for Contract 19-631-11 to Syneco Systems, Inc., in an amount not to exceed $197,630.54.
The bid deposit, in the amount of $9,700.00, will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and
Materials Management.
Funds for the 2019 expenditure, in the amount of $65,000.00, are available in Account 101-66000-623560. The estimated expenditures for 2020 are $65,000.00 and for 2021 are $67,630.54. Funds for the 2020 and 2021 expenditures 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 June 6, 2019