TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 16, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 13-033-11, Furnish and Deliver Miscellaneous Air Filters to Various Locations, for a One (1) Year Period, Group A, to P & M Filters, Inc., d/b/a P & M National Sales, in an amount not to exceed $32,258.32, Group B, to Production Distribution Companies, Inc., in an amount not to exceed $3,755.22, Groups C and D, to G.A.G Industries, Inc., d/b/a Filter Services Illinois, in an amount not to exceed $18,232.68, Account 101-20000-623270
Body
Dear Sir:
On March 7, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 13-033-11 furnish and deliver miscellaneous air filters to various locations for a one (1) year period, beginning approximately June 1, 2013 and ending May 31, 2014.
In response to a public advertisement of March 27, 2013, a bid opening was held on April 16, 2013. The bid tabulation for this contract is:
GROUP A: PLEATED AIR FILTERS
P & M FILTERS, INC., D/B/A P & M NATIONAL SALES $32,258.32
BRUCKER COMPANY, INC. $32,429.80
FREEDOM AIR FILTRATION, INC. $35,189.16
PRODUCTION DISTRIBUTION COMPANIES, INC. *$36,091.22
G.A.G. INDUSTRIES, INC., D/B/A FILTER SERVICES *$37,047.86
ILLINOIS
BROOKAIRE COMPANY LLC $38,070.58
ANCHOR MECHANICAL, INC. *$44,506.86
CHICAGO UNITED INDUSTRIES, LTD. $72,146.86
GROUP B: AIR CONDITIONING FILTERS - BAG TYPE
PRODUCTION DISTRIBUTION COMPANIES, INC. $3,755.22
P & M FILTERS, INC., D/B/A P & M NATIONAL SALES $3,824.88
FREEDOM AIR FILTRATION, INC. $4,071.40
BRUCKER COMPANY, INC. $4,164.86
BROOKAIRE COMPANY LLC $4,995.92
G.A.G. INDUSTRIES, INC., D/B/A FILTER SERVICES $5,883.26
ILLINOIS
ANCHOR MECHANICAL, INC. *$8,175.62
GROUP C: FIBERGLASS AIR FILTERS
G.A.G INDUSTRIES, INC., D/B/A FILTER SERVICES $1,564.08
ILLINOIS
FREEDOM AIR FILTRATION, INC. $1,928.25
ANCHOR MECHANICAL, INC. *$2,032.56
BROOKAIRE COMPANY LLC $2,330.22
BRUCKER COMPANY, INC. $2,364.00
PRODUCTION DISTRIBUTION COMPANIES, INC. $3,829.83
GROUP D: AIR CONDITIONING FILTERS - PAD TYPE
FREEDOM AIR FILTRATION, INC. $3,408.00
AIRWAYS SYSTEMS, INC. $10,364.40
BRUCKER COMPANY, INC. $16,380.00
G.A.G INDUSTRIES, INC., D/B/A FILTER SERVICES $16,668.60
ILLINOIS
PRODUCTION DISTRIBUTION COMPANIES, INC. $16,792.20
BROOKAIRE COMPANY LLC $21,731.40
ANCHOR MECHANICAL, INC. *$30,821.40
CHICAGO UNITED INDUSTRIES, LTD. $46,219.20
*corrected total
Five hundred fifty-seven (557) companies were notified of the contract being advertised and forty (40) companies requested specifications.
P & M Filters, Inc. d/b/a P & M National Sales, 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 was $33,000.00, placing the total bid of $32,258.32 approximately 2.3 percent below the estimate.
Production Distribution Companies, Inc., 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 was $4,000.00, placing the total bid of $3,755.22 approximately 6.1 percent below the estimate.
G.A.G Industries, Inc., d/b/a Filter Services Illinois, the lowest responsible bidder for Groups C and D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups C and D of this contract was $16,600.00, placing the total bid of $18,232.68 approximately 9.8 percent above the estimate.
Freedom Air Filtration, Inc., the lowest bidder for Group D of this contract, proposed substitute filters that were "light duty" type where the contract specifications required "heavy duty" type filters. Therefore, the bid is rejected for not complying with specifications and in the public's best interest. The Director of Procurement and Materials Management has notified Freedom Air Filtration, Inc. of this action.
Airway Systems, Inc., the next lowest bidder for Group D of this contract, proposed substitute filters which do not meet specifications for the level of carbon density required. Therefore, the bid is rejected for not complying with specifications and in the public's best interest. The Director of Procurement and Materials Management has notified Airway Systems, Inc. of this action.
Brucker Company, Inc., the third lowest bidder for Group D of this contract, proposed substitute filters that were "light duty" type where the contract specifications required "heavy duty" type filters. Therefore, the bid is rejected for not complying with specifications and in the public's best interest. The Director of Procurement and Materials Management has notified Brucker Company, Inc., of this action.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Interim Ordinance Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 13-033-11, Group A, to P & M Filters, Inc., d/b/a P & M National Sales, in an amount not to exceed $32,258.32, Group B, to Production Distribution Companies, Inc., in an amount not to exceed $3,755.22, and Groups C and D, to G.A.G Industries, Inc., d/b/a Filter Services Illinois, in an amount not to exceed $18,232.68.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. Funds are available in Account 101-20000-623270.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MB:jt
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 May 16, 2013