TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 2, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order for Contract 10-622-12, Furnishing, Delivering, and Installing Radio Equipment at Various Service Areas, to United Radio Communications, Inc., in an amount not to exceed $32,455.04, Account 101-69000-623850, Requisition 1296072
Body
Dear Sir:
On February 4, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 10-622-11 Furnishing, Delivering, and Installing Radio Equipment at Various Service Areas.
In response to a public advertisement of March 10, 2010, a bid opening was held on March 30, 2010. All bids were rejected, as reported at the June 3, 2010 Board meeting.
In response to a public re-advertisement of June 16, 2010, a bid opening was held on July 13, 2010. The bid tabulation for this contract is:
COMMUNICATIONS DIRECT, INC. $30,386.00
ILLINOIS COMMUNICATIONS SALES, INC. $32,314.00
UNITED RADIO COMMUNICATIONS, INC. *$32,455.04
TRI-ELECTRONICS, INC. $33,596.00
MULTIPLE WIRELESS SOLUTIONS $40,352.70
CHICAGO TWO WAY, INC. $54,138.25
*corrected total
Three hundred thirty-eight (338) companies were notified of this contract being advertised and fifteen (15) companies requested specifications.
The low bid submitted by Communications Direct, Inc., did not meet the technical specifications for Items 3 and 4 of the contract. For Item 3, the bidder proposed to furnish Exocomm Model EX9009MHIS batteries which, upon review by the Engineer, was determined not to be equivalent to the specified Motorola Model #P/N HNN9010AR batteries. Similarly, for Item 4, the bidder proposed to furnish Exocomm Model EX7341IS batteries which are not equivalent to the specified Motorola Model #P/N NTN7147. Therefore, the bid has been considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Communications Direct, Inc., of this action.
The second low bid submitted by Illinois Communication Sales, Inc., submitted an alternate bid for this contract. In accordance to the General Requirements, Specifications and Conditions, page G-1, Bid Requirements, Paragraph 4, this is not acceptable. Therefore, the bid has been considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Illinois Communication Sales, Inc., of this action.
United Radio Communications, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $30,000.00, placing the bid of $32,455.04, approximately 8.2 percent above the estimate.
The Multi-Project Labor was not included in this contract because it is primarily a furnish and deliver contract.
The revised Appendix D was 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 issue a purchase order for Contract 10-622-12 to United Radio Communications, Inc., in an amount not to exceed $32,455.04. There was no bid deposit for this contract.
Funds are available in Account 101-69000-623850.
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 September 2, 2010