TRANSMITTAL LETTER FOR BOARD MEETING OF June 6, 2013
Committee on procurement
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 13-619-11, Rebabbitting Pump Motor Bearings at the O'Brien Water Reclamation Plant, to Podalak, Inc., d/b/a Ecker Erhardt Company Inc., for an amount not to exceed $26,459.00, Account 101-67000-612600, Requisition 1355883
Body
Dear Sir:
On February 21, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 13-619-11 Rebabbitting Pump Motor Bearings at the O'Brien Water Reclamation Plant.
In response to a public advertisement of April 17, 2013, a bid opening was held on May 7, 2013. The bid tabulation for this contract is:
PODALAK, INC., D/B/A ECKER ERHARDT $26,459.00
COMPANY INC.
One hundred thirty-two (132) companies were notified of this contract being advertised, and twelve (12) 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. There was a second bid submitted by Fusion Babbitting Company, Inc. However, this firm failed to provide the proposal pages P-2 and P-3 with their bid as required, which contained the pricing information. The bid was not read at the bid opening and is considered non-responsive. In light of this finding, 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.
Podalak, Inc., d/b/a Ecker Erhardt Company Inc., the sole responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $27,000.00, placing the total bid of $26,459.00, approximately 2 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because all work performed will be offsite at the contractor's facility.
The Affirmative Action Interim Ordinance Appendix D was not included in this contract because of the specialized nature of the services required and because the estimate is less than the minimum threshold established by Section 4 of the Affirmation Action Ordinance.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 13-619-11, to Podalak, Inc., d/b/a Ecker Erhardt Company Inc., in an amount not to exceed $26,459.00, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds are available in Account 101-67000-612600.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:bb
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 June 6, 2013