TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 5, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 19-601-12 (Re-Bid), Furnishing and Delivering Chain, Sprockets and Appurtenances to Various Service Areas, Groups A and B to Root Brothers. Mfg. & Supply Co., in an amount not to exceed $349,845.35, Accounts 101-67000, 69000-623270, Requisitions 1507847, 1514941
Body
Dear Sir:
On February 21, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 19-601-11, Furnishing and Delivering Chain, Sprockets and Appurtenances to Various Service Areas.
In response to a public advertisement of May 8, 2019, a bid opening was held on June 4, 2019. Bids were rejected as reported at the Board Meeting of July 11, 2019.
In response to a public re-advertisement of July 17, 2019, a bid opening was held on August 6, 2019. The bid tabulation for this contract is:
GROUP A: STICKNEY WATER RECLAMATION PLANT
ROOT BROTHERS MFG. & SUPPLY CO. $230,704.96
GROUP B: EGAN WATER RECLAMATION PLANT
ROOT BROTHERS MFG. & SUPPLY CO. $119,140.39
Seven hundred eighteen (718) companies were notified of this contract being advertised and twenty (20) 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: out of scope of work, suppliers could not guarantee pricing, and ran out of time to submit a bid. 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.
Root Brothers Mfg. & Supply Co., the sole bidder for Groups A and B, proposes to perform the contract in accordance with the specifications. The estimated total cost of this contract was $311,670.00, placing their bid of $349,845.35 approximately 12.25 percent above the estimate.
The Multi-Project Labor Agreement was not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V was 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 19-601-12 (Re-Bid), Groups A and B, to Root Brothers. Mfg. & Supply Co., in an amount not to exceed $349,845.35.
The total bid deposit for Groups A and B, in the amount of $15,500.00, 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.
All items scheduled for delivery in 2019 shall be delivered by December 31, 2019. All items scheduled for delivery in 2020 shall be delivered between March 1, 2020 and November 1, 2020.
Funds for the 2019 expenditures, in the amount of $104,206.57, are available in Accounts 101-67000, 69000-623270. The estimated expenditure for 2020 is $245,638.78. Funds for 2020 expenditure are contingent on 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: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 September 5, 2019