TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 17, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Report on rejection of bids for Contract 19-654-12 (Re-Bid), Furnish and Deliver Parts and Repair Services for Sluice Gate Valve Actuators, estimated cost $532,000.00 (As Revised)
Body
Dear Sir:
On February 21, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 19-654-11, Furnish and Deliver Parts and Repair Services for Sluice Gate Valve Actuators.
In response to a public advertisement of May 8, 2019, a bid opening was held on June 4, 2019. All bids were rejected as reported at the Board Meeting of August 8, 2019.
Authorization to increase cost estimate, from $444,000.00 to $532,000.00, was approved at the Board meeting of August 8, 2019. In addition, the contract term was extended and the Multi-Project Labor Agreement (MPLA) is not required.
In response to a public re-advertisement of August 14, 2019, a bid opening was held on September 10, 2019. The bid tabulation for this contract is:
SWANSON FLO CO. $606,260.44
Four hundred thirty-five (435) companies were notified of this contract being advertised and twelve (12) companies requested specifications.
The Affirmative Action Ordinance, Revised Appendix D goals for this contract are 10% Minority Business Enterprise (MBE) and/or Women Business Enterprise (WBE), and 10% Small Business Enterprise (SBE), with a 100 percent Supplier Exception. Swanson Flo Co., the sole bidder, requested a full waiver for each of the specified goals.
A review by the Diversity Administrator revealed that Swanson Flo Co., did not make a substantive good faith effort to comply with a full waiver request. Therefore, Section 12 (xi)(v) where the Director, after consultation with the Diversity Administrator, determines that a bidder has not made good faith efforts, the Director shall declare the bid submission non-responsive and will reject the bid.
The Director of Procurement and Materials Management concurs with the Diversity Administrator. Therefore, the bid is considered non-responsive and rejected. The Director of Procurement and Materials Management has informed Swanson Flo Co., of this action.
The Maintenance and Operations Department will review the contract document and may re-advertise in the future.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:cm