TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 15, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 10-612-11, Services of Street Sweepers at Various Service Areas, Groups A, B, C, and D, to Gosia Cartage, Ltd., in an amount not to exceed $351,000.00, Accounts 101-66000, 68000, 69000-612420, Requisitions 1286786, 1287525, 1286840, and 1288578
Body
Dear Sir:
On November 19, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-612-11 Services of Street Sweepers at Various Service Areas.
In response to a public advertisement of January 6, 2010, a bid opening was held on January 26, 2010. The bid tabulation for this contract is:
GROUP A: LASMA
GOSIA CARTAGE, LTD. $175,500.00
GROUP B: CALUMET WRP
GOSIA CARTAGE, LTD. $39,900.00
GROUP C: STICKNEY WRP
GOSIA CARTAGE, LTD. $57,000.00
GROUP D: CALSMA
GOSIA CARTAGE, LTD. $42,750.00
One hundred sixty-five (165) companies were notified of this contract being advertised and eleven (11) 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: the bidding period was too short. Actin Inc., did submit a bid; however, this firm failed to sign the Signature Proposal Page P-6, as required. Their bid was declared non-responsive and rejected at the time of the 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.
The quantities specified in Groups A, B, C, and D of the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $351,000.00.
Gosia Cartage, Ltd., the lowest responsible bidder for Groups A, B, C, and D, is proposing to perform the contract in accordance with the specifications.
The estimated cost for Groups A, B, C, and D of this contract was $351,000.00, placing the bid of $315,150.00 approximately 10.2 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because of the specialized nature of the work involved.
The revised Appendix D was not included in this contract because of the specialized nature of the work involved.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 10-612-11, Groups A, B, C, and D, to Gosia Cartage, Ltd., in an amount not to exceed $351,000.00, 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 expenditure, in the amount of $117,000.00, are available in Accounts 101-66000, 68000, 69000-612420. The estimated expenditure for 2011 is $117,000.00, and for 2012 is $117,000.00. Funds for the 2011 and 2012 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 April 15, 2010