TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 13-430-21, Furnish and Deliver One New Refrigeration Van and Two New Vans with Camper Style High-Tops, Groups A and B, to BCR Automotive Group, LLC/Roesch Ford, in an amount not to exceed $129,250.00, Account 201-50000-634860, Requisition 1361174
Body
Dear Sir:
On June 6, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, 13-430-21 Furnish and Deliver One New Refrigeration Van and Two New Vans with Camper Style High-Tops.
In response to a public advertisement of June 19, 2013, a bid opening was held on July 9, 2013. The bid tabulation for this contract is:
GROUP A: REFRIGERATION VAN
BCR AUTOMOTIVE GROUP, LLC/ROESCH FORD $47,650.00
GROUP B: TWO VANS WITH CAMPER STYLE HIGH-TOP
BCR AUTOMOTIVE GROUP, LLC/ROESCH FORD $81,600.00
One hundred thirty-eight (138) companies were notified of this contract being advertised and nine (9) 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: could not meet specifications and did not have time to prepare a bid. 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.
BCR Automotive Group, LLC/Roesch Ford, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $90,000.00, placing the total bid of $129,250.00, approximately 43.6 percent higher than the estimate. The cost estimate for this contract did not include the correct cost estimate for the compressed natural gas conversion unit required in the contract documents.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is primarily a furnish and deliver contract.
The revised Appendix D was 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 13-430-21, Groups A & B, to BCR Automotive Group, LLC/Roesch Ford, in an amount not to exceed $129,250.00.
There was no bid deposit required for this contract.
Funds fare available in Account 201-50000-634860.
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 August 8, 2013