TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 20-017-11, Furnish and Deliver Electrical Supplies, Wire, and Cable to Various Locations for a One (1) Year Period, Groups A and C to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $72,629.43, and Groups B, D & E to J.P. Simons & Co., in an amount not to exceed $182,530.56, Accounts 101-20000-623070, 623170, 623190, 623250, 623680, 623850
Body
Dear Sir:
On May 21, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-017-11 furnish and deliver electrical supplies, wire, and cable to various locations for a one (1) year period, beginning approximately August 1, 2020 and ending June 30, 2021.
In response to a public advertisement of July 1, 2020, a bid opening was held on July 21, 2020. The bid tabulation for this contract is:
GROUP A: ELECTRICAL SUPPLIES AND ACCESSORIES
HELSEL-JEPPERSON ELECTRICAL, INC. $42,317.53
PRODUCTION DISTRIBUTION COMPANIES, INC. $57,568.37
GROUP B: WIRE AND CABLE
J.P. SIMONS & CO. $46,322.90
HELSEL-JEPPERSON ELECTRICAL, INC. $48,598.00
EVERGREEN SUPPLY CO. $49,487.50
PRODUCTION DISTRIBUTION COMPANIES, INC. $56,924.98
GROUP C: WIRE LUGS AND CONNECTORS
PRODUCTION DISTRIBUTION COMPANIES, INC. $28,822.16
HELSEL-JEPPERSON ELECTRICAL, INC. $30,311.90
GROUP D: BOXES, BREAKERS AND FUSES
PRODUCTION DISTRIBUTION COMPANIES, INC. $45,053.40
J.P. SIMONS & CO. $118,465.50
HELSEL-JEPPERSON ELECTRICAL, INC. $134,870.47
GROUP E: BALLASTS AND FIXTURES
J.P. SIMONS & CO. $17,742.16
HELSEL-JEPPERSON ELECTRICAL, INC. $19,074.05
PRODUCTION DISTRIBUTION COMPANIES, INC. $24,648.29
One thousand eighteen (1,018) companies were notified of the contract being advertised and thirty (30) companies requested specifications.
Production Distribution Companies, Inc., failed to bid all items as specified according to the terms of the contract for Group C & D. Therefore, the bids for Groups C & D are considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has informed Production Distribution Companies, Inc., of this action.
Helsel-Jepperson Electrical, Inc., the lowest responsible bidder for Groups A and C, is proposing to perform the contract in accordance with the specifications. The estimated cost of Groups A and C is $79,000.00, placing the bid of $72,629.43 approximately 8.1 percent below the estimate.
J.P. Simons & Co., the lowest responsible bidder for Groups B, D & E, is proposing to perform the contract in accordance with the specifications. The estimated cost of Groups B, D & E is $235,000.00, placing the bid of $182,530.56 approximately 22.3 percent below the estimate.
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 20-017-11, Groups A and C to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $72,629.43, and Groups B, D & E to J.P. Simons & Co., in an amount not to exceed $182,530.56.
Purchase orders will be issued when material is required. Payment will be based on the unit cost as indicated in the contract documents. There was no bid deposit required for this contract.
Funds are available in Accounts 101-20000-623070, 623170, 623190, 623250, 623680, 623850.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:jd
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.
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