TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 20-006-11 Furnish and Deliver Janitorial Supplies to Various Locations for a One-Year Period, Group A to Cicero Mfg. & Supply Co., Inc., in an amount not to exceed $68,510.69, Group B to Synergy Systems, LLC, in an amount not to exceed $36,146.48, and Group C to The Standard Companies, Inc., in an amount not to exceed $51,308.94, Accounts 101-20000-623170, 623660 (Deferred from the August 6, 2020 Board Meeting)
Body
Dear Sir:
On February 20, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-006-11 furnish and deliver janitorial supplies to various locations for a one-year period, beginning approximately June 1, 2020 and ending May 31, 2021.
In response to a public advertisement of July 1, 2020, a bid opening was held on July 14, 2020. The bid tabulation for this contract is:
GROUP A: BRUSHES, MOPS, PAILS, ETC.
ALL AMERICAN PAPER COMPANY $1,071.68
CICERO MFG. & SUPPLY cO., INC. $68,510.69
GROUP B: CLEANERS & DETERGENTS
SYNERGY SYSTEMS, LLC $36,146.48
GROUP C: HAND SOAPS & DISPENSERS
THE STANDARD COMPANIES, INC. $51,308.94
ALL AMERICAN PAPER COMPANY $59,265.53
EMERGENT SAFETY SUPPLY $60,046.22
Three hundred forty-seven (347) companies were notified of the contract being advertised and thirty-six (36) companies requested specifications.
All American Paper Company, the lowest bidder for Group A, failed to bid all items as specified according to the terms of the contract. Therefore, the bid is considered non-responsive and rejected for failing to comply with the terms of the contract and in the public’s best interest. The Director of Procurement and Materials Management has informed All American Paper Company of this action.
Cicero Mfg. & Supply Co., Inc., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract is $73,000.00, placing their bid of $68,510.69 approximately 6.2 percent below the estimate.
Synergy Systems, LLC, the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group B of this contract is $40,000.00, placing their bid of $36,146.48 approximately 9.6 percent below the estimate.
The Standard Companies, Inc., the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract is $22,000.00, placing their bid of $51,308.94 approximately 133.2 percent above the estimate. Bids for Group C are higher than anticipated, because three items were added to this group, after the Authority to Advertise was approved at the Board meeting of February 20, 2020, in response to additional cleansers and sanitizers needed as part of the COVID-19 emergency.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D applies only to construction contracts over a $100,000.00 threshold. These sections on page D-5 of the Ordinance address the types of covered contracts:
• Section 4, Coverage: The following provisions, to be known as "Appendix D" together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5."
• Section 5. Definitions: (g) "Construction contract" means any District contract or amendment thereto, providing for a total expenditure in excess on One Hundred Thousand Dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation and maintenance of real property and improvement thereon or sludge hauling and any other related contract which the District deems appropriate to be subject to Appendix D consistent with the Ordinance.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 20-006-11, Group A to Cicero Mfg. & Supply Co., Inc., in an amount not to exceed $68,510.69, Group B to Synergy Systems, LLC in an amount not to exceed $36,146.48, and Group C to The Standards Companies, Inc., in an amount not to exceed $51,308.94.
Purchase orders will be issued when material is required. Payment will be based on the unit cost as indicated in the contract documents.
No bid deposit was received for this contract.
Funds are available in Accounts 101-20000-623170, 623660.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:np
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 3, 2020
Attachment