TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 8, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 10-646-11, Small Streams Maintenance in Cook County, Illinois, Group A to Clean Cut Tree Service, Inc., in an amount not to exceed $2,500,000.00, and Group B to Thornton Equipment Services, Inc., in an amount not to exceed $2,500,000.00 Account 501-50000-612620, Requisitions 1287468
Body
Dear Sir:
On December 17, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-646-11 Small Streams Maintenance in Cook County, Illinois.
In response to a public advertisement of February 24, 2010, a bid opening was held on March 23, 2010. The bid tabulation for this contract is:
GROUP A: LABOR & SMALL EQUIPMENT
CLEAN CUT TREE SERVICE, INC. $2,166,210.00
J & L CONTRACTORS, INC. $2,227,563.00
EMERALD SITE SERVICES, LLC $2,279,626.00
NORTHWEST GENERAL CONTRACTORS, INC. *$2,297,324.00
BEVERLY ENVIRONMENTAL LLC *$2,308,639.20
GROUP B: HEAVY EQUIPMENT
NORTHWEST GENERAL CONTRACTORS, INC. *$2,485,666.00
THORNTON EQUIPMENT SERVICES, INC. *$2,586,496.56
*corrected total
Eight hundred twenty-three (823) companies were notified of this contract being advertised and thirty-six (36) companies requested specifications.
The low bid submitted by Northwest General Contractors, Inc., for Group B of this contract, failed to demonstrate access to and adequate control of the required equipment to be supplied under this contract. Therefore, the bid is considered non-responsive and was rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Northwest General Contractors, Inc., of this action.
The quantities specified in Groups A and B 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 $2,500,000.00 for Group A and $2,500,000.00 for Group B.
Clean Cut Tree Service, 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 $2,500,000.00, placing the bid for Group A of $2,166,210.00 approximately 13.4 percent below the estimate.
Clean Cut Tree Service, Inc., is in compliance with the Revised Appendix D as indicated on the attached report. The protected class utilization for this contract is 20 percent Minority Business Enterprise (MBE), 9 percent Women Business Enterprise (WBE), 10 percent Small Business Enterprise (SBE) participation.
Thornton Equipment Services, Inc., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group B of this contract was $2,500,000.00, placing the total bid for Group B of $2,586,496.56, approximately 3.5 percent above the estimate.
Thornton Equipment Services, Inc. is in compliance with the Revised Appendix D as indicated on the attached report. The protected class utilization for this contract is 20 percent Minority Business Enterprise (MBE), 9 percent Women Business Enterprise (WBE), 10 percent Small Business Enterprise (SBE) goal.
Clean Cut Tree Service, Inc., and Thornton Equipment Services, Inc., have executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract are: operating engineers and laborers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 10-646-11, Group A to Clean Cut Tree Service, Inc., in an amount not to exceed $2,500,000.00, and Group B to Thornton Equipment Services, Inc., in an amount not to exceed $2,500,000.00, subject to the contractors 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 $1,482,700.00, are available in Accounts 101-67000, 68000, 69000-612680. The estimated expenditure for 2011 is $2,500,000.00, and for 2012 is $1,017,300.00. 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 July 8, 2010
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