TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 6, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Report on rejection of bids for Contract 20-612-11, Street Sweepers at Various Locations, estimated cost $177,000.00
Body
Dear Sir:
On August 8, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 20-612-11, Street Sweepers at Various Locations.
In response to a public advertisement of October 30, 2019, a bid opening was held on December 3, 2019. The bid tabulation for this contract is:
ADVANCE SWEEPING SERVICES, INC. $175,770.00
ILLINOIS CENTRAL SWEEPING LLC $176,400.00
LAKESHORE RECYCLING SYSTEMS LLC $207,900.00
ELGIN SWEEPING SERVICES, INC. $245,700.00
Two hundred thirty-one (231) companies were notified of this contract being advertised and nineteen (19) companies requested specifications.
A review of the bid submitted by Advance Sweeping Services, Inc., revealed that the signatures and notary on the signature page (P-6) and Affidavit (AF-1) are photocopies and not originals. Therefore, the bid is considered non-responsive and rejected in accordance with page R-2, No. 8 under Bidding Requirements and Instructions to Bidders in the contract documents. The Director of Procurement and Materials Management has informed Advance Sweeping Service Inc., of this action.
A review of the bid submitted by Illinois Central Sweeping LLC revealed that it does not comply with the specifications of the contract as stated on page DS-2. The street sweeper that Illinois Central Sweeping LLC submitted as an engineer approved equal was found deficient primarily due to the deficiencies in the minimum weight (31,000 lbs. vs the required 33,000 lbs.), the minimum hopper capacity (6.5 cu. yds vs the required 8 cu. yds), and the minimum water tank capacity (300 gallons vs the required 335 gallons), which combined, are considered critical components of a street sweeper that will optimally meet the needs of the District. Therefore, the bid is rejected in the public’s best interest. The Director of Procurement and Materials Management has informed Illinois Central Sweeping, LLC of this action.
A review of the bid submitted by Lakeshore Recycling Systems LLC revealed that it does not comply with the specifications of the contract as stated on page DS-1. The street sweeper that Lakeshore Recycling Systems, LLC submitted to be an engineer approved equal was found deficient primarily due to the design and methodology of the machine itself, The street sweeper was a regenerative air sweeper, whereas the sweeper was specified to be either a mechanical broom sweeper or a vacuum type sweeper. Therefore, the bid is rejected in the public’s best interest. The Director of Procurement and Materials Management has informed Lakeshore Recycling Systems, LLC of this action.
A review of the bid submitted by Elgin Sweeping Services, Inc., revealed that their bid of $245,700.00 is approximately 38.2 percent over the contract estimate of $177,000.00 and is considered too high for award. Therefore, the bid is rejected in the public’s best interest. The Director of Procurement and Materials Management has informed Elgin Sweeping Services, Inc., of this action.
The Maintenance and Operations Department plans to re-advertise the contract at a future date.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:cm