TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 4, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
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Authority to award Contract 24-697-11, Services of Tractors with Rotavators and Sludge Pumps with Operators, Groups A and B, to Stewart Spreading, Inc., in an amount not to exceed $1,797,000.00, Accounts 101-68000/69000-612520, Requisitions 1610007, 1610579
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Dear Sir:
On January 4, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 24-697-11, Services of Tractors with Rotavators and Sludge Pumps with Operators.
In response to a public advertisement of February 21, 2024, a bid opening was held on March 12, 2024. The bid tabulation for this contract is:
Group A: Lawndale Avenue Solids Management Area (LASMA)
STEWART SPREADING, INC. $654,540.00
Group B: Calumet Avenue Solids Management Area (CALSMA)
STEWART SPREADING, INC. $1,369,750.00
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $597,000.00 for Group A and $1,200,000.00 for Group B, for a total amount of $1,797,000.00.
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: do not have the required equipment to perform the service. 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.
Stewart Spreading, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $1,797,000.00, placing the combined bids for Groups A and B of $2,024,290.00 approximately 12.6 percent above the estimate.
The Affirmative Action Ordinance Revised Appendix D was not included in this contract because there is limited availability of MBE/WBE/VBE subcontractors to perform the scope of work specified in the contract.
Stewart Spreading, Inc., has executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract is operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will require approximately seven to nine (7-9) people for the services.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 24-697-11, Groups A and B, to Stewart Spreading, Inc., in an amount not to exceed $1,797,000.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contractor shall commence work after approval of the contractor’s bond and terminate thirty-six (36) months thereafter.
Funds for the 2024 expenditure for Group A, in the amount of $91,557.00, are available in Account 101-69000-612520. The estimated expenditures for 2025 are $199,000.00, for 2026 is $199,000.00, and for 2027 is $107,443.00. Funds for the 2025, 2026, and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2024 expenditure for Group B, in the amount of $246,200.00, are available in Account 101-68000-612520. The estimated expenditures for 2025 are $400,000.00, for 2026 is $400,000.00, and for 2027 is $153,800.00. Funds for the 2025, 2026, and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
Respectfully Submitted, Marcelino Garcia, 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 April 4, 2024
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