TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 9, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 20-101-11, Maintenance Services and Consumables for the Calumet Analytical Laboratory Reagent Grade Water System, to Total Water Treatment Systems, Inc., in an amount not to exceed $30,834.00, Accounts 101-16000-612490, 623570, Requisition 1527969
Body
Dear Sir:
On November 7, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 20-101-11, Maintenance Services and Consumables for the Calumet Analytical Laboratory Reagent Grade Water System.
In response to a public advertisement of November 13, 2019, a bid opening was held November 26, 2019. The bid tabulation for this contract is:
TOTAL WATER TREATMENT SYSTEMS, INC. $30,834.00
One thousand seventy-one (1,071) 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 reason for not bidding: could not provide the services requested. 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.
Total Water Treatment Systems, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $20,100.00, placing their bid of $30,834.00 approximately 53 percent over the estimate. The using department has informed my office that they underestimated this three-year contract which lead to the high cost over the estimate.
The contract will be completed by December 31, 2022.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V are not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
There was no bid deposit required for this 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 20-101-11, to Total Water Treatment Systems, Inc., in an amount not to exceed $30,834.00
Funds for the 2020 expenditure, in the amount of $10,278.00, are available in Accounts 101-16000-612490, 623570. The estimated expenditure for 2021 is $10,278.00, and for 2022 is $10,278.00. The 2021 and 2022 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 January 9, 2020