TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 20-030-11, Furnish and Deliver Miscellaneous Lubricants to Various Locations for a One-Year Period, Items 1, 3, 7, 8, 17, 18, 19, 23, 24, 25, 26, 28, 29, and 31 to Quimex, Inc., in an amount not to exceed $74,511.78; Items 2, 4, 9, 14, 20, 27, and 30 to Rilco, Inc., in an amount not to exceed $48,640.00; Items 5, 6, 10, 11, 12, 13, 16, 21, and 22 to Feece Oil Company, Inc., in an amount not to exceed $52,516.15; and Item 15 to Chicago United Industries, Ltd., in an amount not to exceed $2,131.00, Account 101-20000-623860
Body
Dear Sir:
On July 16, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-030-11 Furnish and Deliver Miscellaneous Lubricants to Various Locations for a One-Year Period, beginning approximately November 1, 2020 and ending October 31, 2021.
In response to a public advertisement of July 29, 2020, a bid opening was held on August 18, 2020. The bid tabulation for this contract is attached.
The low bidder for Item 9, Quimex, Inc., proposed an alternate for this item. The proposed alternate was reviewed by Maintenance &Operations Department, and it was determined to be not accept the alternate product. The reason for not accepting the alternate is because lubricants from different synthetic oil manufacturers can react with each other and degrade the oil, which may cause a problem with the equipment in the future. To change the synthetic oil manufacturer would require thorough cleaning of the equipment that use this item. This cleaning would require purchase of cleaning solvents, disassembly, cleaning, reassembly, and reinstallation of the equipment. The undertaking in terms of manpower, equipment down time, and cost would negate any savings if proposed alternate were accepted. Examples of equipment are various gear boxes for screen conveyors, preliminary tanks, aerated grit tanks, and final tanks at the O’ Brien plant. Therefore, Quimex’s bid for this item is rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Quimex, Inc., of this action.
Quimex, Inc., the lowest responsible bidder for items 1, 3, 7, 8, 17, 18, 19, 23, 24, 25, 26, 28, 29, and 31, is proposing to perform the contract in accordance with the specifications. The estimated cost for items 1, 3, 7, 8, 17, 18, 19, 23, 24, 25, 26, 28, 29, and 31 was $71,500.00, placing the total bid of $74,511.78 approximately 4.21 percent above the estimate.
Rilco, Inc., the lowest responsible bidder for items 2, 4, 9, 14, 20, 27, and 30, is proposing to perform the contract in accordance with the specifications. The estimated cost for items 2, 4, 9, 14, 20, 27, and 30 was $41,000.00, placing the total bid of $48,640.00 approximately 18.63 percent above the estimate.
Feece Oil Company, the lowest responsible bidder for items 5, 6, 10, 11, 12, 13, 16, 21, and 22, is proposing to perform the contract in accordance with the specifications. The estimated cost for items 5, 6, 10, 11, 12, 13, 16, 21, and 22 was $64,000.00, placing the total bid of $52,516.15 approximately 17.94 percent below the estimate.
Chicago United Industries, Ltd., the lowest responsible bidder for item 15, is proposing to perform the contract in accordance with the specifications. The estimated cost for item 15 was $2,000.00, placing the total bid of $2,131.00 approximately 6.55 percent above 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 20-030-11, Furnish and Deliver Miscellaneous Lubricants to Various Locations for a One-Year Period, Items 1, 3, 7, 8, 17, 18, 19, 23, 24, 25, 26, 28, 29, and 31 to Quimex, Inc., in an amount not to exceed $74,511.78; Items 2, 4, 9, 14, 20, 27, and 30 to Rilco, Inc., in an amount not to exceed $48,640.00; Items 5, 6, 10, 11, 12, 13, 16, 21, and 22 to Feece Oil Company, Inc., in an amount not to exceed $52,516.15; and Item 15 to Chicago United Industries, Ltd., in an amount not to exceed $2,131.00.
No bid deposit was required for this contract.
Purchase orders will be issued for the material as 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 Account 101-20000-623860.
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 October 15, 2020
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