TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 11, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 13-107-11, Furnish and Deliver Repairs, Service and Parts for American Sigma/Hach Auto Samplers, Flowmeters and Sampling Accessories, to Hach Company, in an amount not to exceed $34,932.50, Account 101-16000-612970, Requisition 1358225
Body
Dear Sir:
On April 19, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 13-107-11 Furnish and Deliver Repairs, Service and Parts for American Sigma/Hach Auto Samplers, Flowmeters and Sampling Accessories.
In response to a public advertisement of May 3, 2013, a bid opening was held on May 21, 2013. The bid tabulation for this contract is:
HACH COMPANY *$34,932.50
*corrected total
Six hundred fifty-one (651) companies were notified of this contract being advertised and seventeen (17) companies requested specifications.
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 reasons for not bidding: goods and/or services are outside their area of business. 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.
Hach Company, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $108,000.00, placing the total bid of $34,932.50, approximately 67.7 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in 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 issue a purchase order for Contract 13-107-11, to Hach Company, in an amount not to exceed $34,932.50. The bid deposit in the amount of $5,400.00 will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2013 expenditure in the amount of $8,733.00 are available in Account 101-16000-612970. The estimated expenditure for 2014 is $17,466.50, and for 2015 is $8,733.00. Funds for the 2014 and 2015 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:klv
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 July 11, 2013