TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 8, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 10-017-11, Furnish and Deliver Electrical Supplies, Wire and Batteries to Various Locations for a One (1) Year Period, Groups A and C, to J.P. Simons & Company, in a total amount not to exceed $94,861.34, and Group B to Evergreen Supply Company in an amount not to exceed $63,620.00, Account 101-20000-623070
Body
Dear Sir:
On April 15, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-017-11 furnish and deliver electrical supplies, wire and batteries to various locations for a one (1) year period, beginning approximately July 1, 2010 and ending June 30, 2011.
In response to a public advertisement of April 28, 2010, a bid opening was held on May 18, 2010. The bid tabulation for this contract is:
GROUP A: SUPPLIES
J.P. SIMONS & COMPANY *$85,106.10
EVERGREEN SUPPLY CO. *$85,930.09
HELSEL-JEPPERSON ELECTRICAL, INC. *$89,844.05
GROUP B: WIRE
EVERGREEN SUPPLY CO. $63,620.00
CONSTRUCTION MATERIALS AND SUPPLY $64,997.50
RESOURCES LLC
HELSEL-JEPPERSON ELECTRICAL, INC. *$83,030.00
GROUP C: BATTERIES
J.P. SIMONS & COMPANY $9,755.24
HELSEL-JEPPERSON ELECTRICAL, INC. $10,937.20
EVERGREEN SUPPLY CO. $11,902.60
CONSTRUCTION MATERIALS AND SUPPLY $19,911.56
RESOURCES LLC
*corrected total
One thousand three hundred and sixty seven (1367) companies were notified of the contract being advertised and thirty seven (37) companies requested specifications.
J.P. Simons & Company, the lowest responsible bidder for Groups A and C is proposing to perform the contract in accordance with the specifications. The estimated cost of Group A was $80,500.00, placing their Group A bid of $85,106.10 approximately 5.7 percent above the estimate. The estimated cost of Group C was $10,600.00; placing their Group C bid of $9,755.24 approximately 8 percent lower than the estimate.
Evergreen Supply Co., the lowest responsible bidder for Group B, is proposing to perform Group B, in accordance with the specifications. The estimated cost of Group B was $57,600.00, placing the Group B bid of $63,620.00 approximately 10.5 percent above 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 10-017-11, Groups A and C, to J.P. Simons & Company, in amounts not to exceed $94,861.34, and Group B, to Evergreen Supply Co., in an amount not to exceed $63,620.00.
Purchase orders will be issued for material as required. Payment will be based on the unit cost as indicated in the contract documents. The bid deposits in the amounts of $4,000.00 for Group A, $2,900.00 for Group B, and $550.00 for Group C, 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:MB: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 July 8, 2010