TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 20, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 10-033-11, Furnish and Deliver Miscellaneous Air Filters to Various Locations, for a One (1) Year Period, Group A to Applied Industrial Technologies, Inc., in an amount not to exceed $30,353.76, Groups B and D to Progressive Industries, Inc., in an amount not to exceed $17,020.56, and Group C to Trane US, Inc., in an amount not to exceed $3,183.24, Account 101-20000-623270
Body
Dear Sir:
On March 4, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-033-11 Furnish and Deliver Miscellaneous Air Filters to Various Locations for a One (1) Year Period, beginning approximately June 1, 2010 and ending May 31, 2011.
In response to a public advertisement of March 24, 2010, a bid opening was held on April 13, 2010. The bid tabulation for this contract is:
GROUP A: PLEATED AIR FILTERS
APPLIED INDUSTRIAL TECHNOLOGIES, INC. *$30,353.76
PROGRESSIVE INDUSTRIES, INC. *$32,762.52
TRANE US, INC. *$33,096.96
BRUCKER COMPANY *$33,761.88
P & M NATIONAL SALES $34,826.40
FAIRMONT SUPPLY CO. $36,561.72
GROUP B: AIR CONDITIONING FILTERS - BAG TYPE
PROGRESSIVE INDUSTRIES, INC. *$6,270.96
P & M NATIONAL SALES $6,581.16
APPLIED INDUSTRIAL TECHNOLOGIES, INC. $6,798.12
ANCHOR MECHANICAL, INC. $6,937.44
BRUCKER COMPANY $6,977.40
TRANE US, INC. $7,245.84
FAIRMONT SUPPLY CO. $8,204.04
GROUP C: FIBERGLASS AIR FILTERS
TRANE US, INC. $3,183.24
FAIRMONT SUPPLY CO. $3,388.08
BRUCKER COMPANY $3,868.80
P & M NATIONAL SALES $3,956.10
PROGRESSIVE INDUSTRIES, INC. $4,004.88
ANCHOR MECHANICAL, INC. $4,983.66
APPLIED INDUSTRIAL TECHNOLOGIES, INC. $5,320.74
GROUP D: AIR CONDITIONING FILTERS - PAD TYPE
APPLIED INDUSTRIAL TECHNOLOGIES, INC. *$2,089.20
PROGRESSIVE INDUSTRIES, INC. $10,749.60
BRUCKER COMPANY $11,226.00
TRANE US, INC. $12,260.40
P & M NATIONAL SALES $12,676.80
FAIRMONT SUPPLY CO. $16,579.20
*corrected total
Two hundred ninety-two (292) companies were notified of the contract being advertised and twenty-six (26) companies requested specifications.
The bid received from Applied Industrial Technologies, Inc., the lowest bidder for Group D of this contract, is being rejected because the proposed substitutions lacked the activated carbon weight per square foot in the filters cross sectional area per the specifications. The Director of Procurement and Materials Management has notified Applied Industrial Technologies, Inc., of this action.
Applied Industrial Technologies, Inc., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $36,800.00, placing the total bid of $30,353.76 approximately 17.5 percent below the estimate.
Progressive Industries, Inc., the lowest responsible bidder for Groups B and D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups B and D of this contract was $16,700.00, placing the total bid of $17,020.56 approximately 1.9 percent above the estimate.
Trane U.S., Inc., the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract was $3,300.00, placing the total bid of $3,183.24 approximately 3.5 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 10-033-11, to Applied Industrial Technologies, Inc., in an amount not to exceed $30,353.76 for Group A, to Progressive Industries, Inc., in an amount not to exceed $17,020.56 for Groups B and D, and to Trane U.S., Inc., in an amount not to exceed $3,183.24 for Group C.
Purchase orders will be issued for the material as required. Payment will be based on the unit cos,t as indicated in the contract documents. The bid deposit, in the amount of $1,800.00 for Group A and $500.00 for Group D, 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 101-20000-623270.
Recommended, Darlene A. LoCascio, Director of Procurement and Material Management, DAL:SEB:MB:jt
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 May 20, 2010