TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 7, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 13-693-11, Use of a Sanitary Landfill Site, Group A, to Heartland Recycling, LLC, in an amount not to exceed $184,470.00, and Group B, to Newton County Landfill Partnership, d/b/a Newton County Landfill, in an amount not to exceed $50,000.00, Account 101-66000-612520, Requisition 1349254
Body
Dear Sir:
On November 1, 2012, the Board of Commissioners passed an order directing the Director of Procurement and Materials Management to advertise for bids, Contract 13-693-11 Use of a Sanitary Landfill Site.
In response to a public advertisement of January 16, 2013 a bid opening was held on February 5, 2013. The bid tabulation for this contract is:
GROUP A: LASMA
NEWTON COUNTY LANDFILL PARTNERSHIP, $82,500.00
D/B/A NEWTON COUNTY LANDFILL
WASTE MANAGEMENT OF ILLINOIS, INC. $151,800.00
HEARTLAND RECYCLING, LLC $184,470.00
GROUP B: CALSMA
NEWTON COUNTY LANDFILL PARTNERSHIP, $50,000.00
D/B/A NEWTON COUNTY LANDFILL
WASTE MANAGEMENT OF ILLINOIS, INC. $92,000.00
HEARTLAND RECYCLING, LLC $118,000.00
Three hundred twenty-nine (329) companies were notified of this contract being advertised and fourteen (14) companies requested specifications.
The basis for award takes into consideration the bid cost and trucking cost to transport the material to the landfill site. This was stated in the contract documents. The trucking cost is based on an existing contract the District will use to transport the materials. A summary showing the total cost to the District is shown on the attachment for each group.
Heartland Recycling, LLC, the lowest responsible bidder for Group A, proposes to perform the contract in accordance with the specifications. The estimated cost for Group A was $165,000.00, placing the bid of $184,470.00, approximately 11.8 percent above the estimate.
Newton County Landfill Partnership, d/b/a Newton County Landfill, the lowest responsible bidder for Group B, proposes to perform the contract in accordance with the specifications. The estimated cost for Group B was $100,000.00, placing the bid of $50,000.00, approximately 50 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is for access to, and use of, a landfill.
The Revised Appendix D was not included in this contract because it is for access to, and use of, a landfill.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 13-693-11, Group A, to Heartland Recycling, LLC, in an amount not to exceed $184,470.00, and Group B, to Newton County Landfill Partnership, d/b/a Newton County Landfill, in an amount not to exceed $50,000.00.
The bid deposit for Group A in the amount of $8,250.00, and for Group B in the amount of $5,000.00, 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 $107,500.00, are available in Account 101-66000-612520. Funds for the 2014 expenditures in the amount of $126,970.00, are contingent on the Board of Commissioners' approval of the District's budget for that year.
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 March 7, 2013
Attachment