TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 6, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 13-629-11, Furnishing and Delivering Electrical Arc Flash Personal Protective Equipment and Safety Tools to Various Locations, to Kaul Glove & Manufacturing Company, d/b/a Choctaw-Kaul Distribution Company, in an amount not to exceed $164,366.53, Accounts 101-66000, 67000, 68000, 69000-623680, 623780, Requisitions 1352860, 1353127, 1353982, and 1353128
Body
Dear Sir:
On January 17, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 13-629-11 Furnishing and Delivering Electrical Arc Flash Personal Protective Equipment and Safety Tools to Various Locations.
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:
KAUL GLOVE & MANUFACTURING COMPANY, D/B/A *$164,366.53
CHOCTAW-KAUL DISTRIBUTION COMPANY
*corrected total
Four hundred fifty-two (452) companies were notified of this contract being advertised and thirty-five (35) 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: vendors did not bid all items as required or did not want to provide a bid deposit as required. These bids were non-responsive and not read at bid opening. 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.
Kaul Glove & Manufacturing Company, d/b/a Choctaw-Kaul Distribution Company, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $174,860.00, placing the bid of $164,366.53, approximately 6 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, 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 13-629-11 to Kaul Glove & Manufacturing Company, d/b/a Choctaw-Kaul Distribution Company, in an amount not to exceed $164,366.53.
The bid deposit in the amount of $8,750.00 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 $110,133.53, are available in Accounts 101-66000, 67000, 68000, 69000-623680, 623780. The estimated expenditure for 2014 is $26,696.00, and for 2015 is $27,537.00. 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 June 6, 2013