TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 11, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 13-017-11, Furnish and Deliver Electrical Supplies and Wire to Various Locations for a One (1) Year Period, Group A, to Evergreen Supply Company, in a total amount not to exceed $77,078.34, and Group B to Helsel-Jepperson Electrical, Inc. in an amount not to exceed $51,690.00, Account 101-20000-623070
Body
Dear Sir:
On March 21, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 13-017-11 furnish and deliver electrical supplies and wire to various locations for a one (1) year period, beginning approximately July 1, 2013 and ending June 30, 2014.
In response to a public advertisement of April 10, 2013, a bid opening was held on April 30, 2013. The bid tabulation for this contract is:
GROUP A: SUPPLIES
EVERGREEN SUPPLY COMPANY *$77,078.34
HELSEL-JEPPERSON ELECTRICAL, INC. *$78,284.17
GROUP B: WIRE
HELSEL-JEPPERSON ELECTRICAL, INC. $51,690.00
BROOK ELECTRICAL SUPPLY CO. *$55,030.00
EVERGREEN SUPPLY COMPANY *$64,197.50
*corrected total
Six hundred and fifty seven (657) companies were notified of the contract being advertised and thirty eight (38) companies requested specifications.
Evergreen Supply Company, the lowest responsible bidder for Groups A is proposing to perform the contract in accordance with the specifications. The estimated cost of Group A was $85,000.00 placing their Group A bid of $77,078.34 approximately 9.3 percent below the estimate. Helsel-Jepperson Electrical, Inc., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost of Group B is $60,000.00 placing their Group B bid of $51,690.00 approximately 13.9 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 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 13-017-11, Group A, to Evergreen Supply Company, in an amount not to exceed $77,078.34 and Group B, to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $51,690.00.
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 Account 101-20000-623070.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MB:tc
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
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