TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 4, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 09-419-12 (Re-Bid), Elevator Maintenance and Repair Service at the Main Office Building Complex for a Three-Year Period, to Parkway Elevators, Inc., in an amount not to exceed $132,652.00, Account 101-15000-612370, 612390, Requisition 1262465
Body
Dear Sir:
On June 18, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 09-419-11, Elevator Maintenance and Repair Service at the Main Office Building Complex for a Three-Year Period.
In response to a public advertisement of July 29, 2009, a bid opening was held on August 25, 2009. All bids were rejected, as reported at the October 1, 2009 Board meeting.
In response to a public advertisement of November 18, 2009, a bid opening was held on December 15, 2009. The bid tabulation for this contract is:
UNIVERSAL ELEVATOR *$101,332.00
SOUTHWEST INDUSTRIES, INC., D/B/A ANDERSON $125,692.00
ELEVATOR CO.
PARKWAY ELEVATORS, INC. $132,652.00
*corrected total
Forty-Six (46) companies were notified of this contract being advertised and fifteen (15) companies requested specifications.
The low bid submitted by Universal Elevator, failed to provide their post qualification data and did not submit a signed multi-project labor agreement certificate required by the District and in accordance to the Bidding Requirements and Instructions to Bidder, paragraphs 18 and 28, of the Contract Documents. Therefore, the bid was deemed non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Universal Elevator of this action.
The second low bid submitted by Southwest Industries, Inc., d/b/a Anderson Elevator Co., submitted a bid bond that was equal to 5 percent of their bid ($6,284.60). The required bid deposit for this contract is $7,135.00. Therefore, the bid was deemed non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Southwest Industries, Inc., d/b/a Anderson Elevator Co., of this action.
Parkway Elevators, Inc., the lowest responsible bidder is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $142,700.00, placing the bid of $132,652.00, approximately 7 percent below the estimate.
Parkway Elevators, Inc., has executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract are: Elevator Constructors. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The revised Appendix D was not included in this contract because of the specialized nature of the work.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 09-419-12 (Re-Bid), to Parkway Elevators, Inc., in an amount not to exceed $132,652.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2010 expenditures in the amount of $33,163.00, are available in Accounts 101-15000-612370, 612390. The estimated expenditure for 2011 is $44,191.00, for 2012 is $44,191.00, and for 2013 is $11,107.00. Funds for the 2011, 2012, and 2013 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 February 4, 2010