TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 7, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 09-053-11 Furnish and Deliver Lamps to Various Locations for a One (1) Year Period, to Brook Electrical Supply Company, in an amount not to exceed $56,425.48, Account 101-20000-623070
Body
Dear Sir:
On October 15, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 09-053-11 Furnish and Deliver lamps to various locations for a one (1) year period, beginning approximately December 1, 2009 and ending November 30, 2010.
In response to a public advertisement of October 28, 2009, a bid opening was held on November 17, 2009. The bid tabulation for this contract is:
CITY ELECTRIC SUPPLY *$55,293.22
BROOK ELECTRICAL SUPPLY COMPANY $56,425.48
HELSEL-JEPPERSON ELECTRICAL, INC. $62,364.99
J.P. SIMONS AND CO. *$65,540.10
EVERGREEN SUPPLY CO. *$68,565.57
CONSTRUCTION MATERIALS & SUPPLY $77,780.66
RESOURCES LLC
FAIRMONT SUPPLY COMPANY $77,987.52
*Corrected total
Five hundred fifty-four (554) companies were notified of this contract being advertised and twenty-nine (29) companies requested specifications.
The low bid submitted by City Electric Supply, revealed that they failed to submit original signatures on their Affidavit Page, which is not in accordance with the bidding requirements as stated on page G-2, paragraph 8 and 9, of the contract documents. Therefore, the bid was considered non-responsive and was rejected in the public’s best interest. The Director of Procurement and Materials Management has notified City Electric Supply of this action.
Brook Electrical Supply Company, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $60,000.00, placing the total bid of $56,425.48, approximately 5.96 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.
Revised 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 09-053-11, to Brook Electrical Supply Company, in an amount not to exceed $56,425.48.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. The bid deposit in the amount of $3,000.00, 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 are available in Account 101-20000-623070.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:JN: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 January 7, 2010