TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 7, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to advertise Contract 11-604-11, Furnishing and Delivering Plumbing Materials and Supplies to Various Locations, estimated cost $261,000.00, Accounts 101-67000,68000,69000-623090, Requisitions 1312412, 1312011, 1312387, 1312389, 1311445, 1312038, 1311402
Body
Dear Sir:
Contract documents and specifications have been prepared for Contract 11-604-11, Furnishing and Delivering Plumbing Materials and Supplies to Various Locations, at the request of the Maintenance and Operations Department.
The purpose of this contract is to procure plumbing materials that are not normally stocked at the plants, and are used to effect necessary repairs when unexpected breakdowns occur. Having these items readily available reduces the down time required for repairs. The materials will be procured on an “as needed” basis for a three year period.
The estimated cost for this contract is not to exceed $261,000.00. The estimated 2011, 2012 and 2013 expenditures are $87,000.00, respectively.
The bid deposit for this contract is $13,000.00.
The contract specifications require that specified items be available commencing January 17, 2011, or upon issuance of a Purchase Order, whichever occurs later, and terminating on December 31, 2013, or upon expenditure of available funds, whichever occurs sooner. Liquidated damages are $50.00 for each calendar day the Contractor is in default of delivering the materials and supplies within the time specified.
The Multi-Project Labor Agreement and the Revised Appendix D will not be included in this Contract because it is primarily a furnish and deliver contract.
The tentative schedule for this contract is as follows:
Advertise November 3, 2010
Bid Opening November 23, 2010
Award January 6, 2011
Completion December 31, 2013
Funds are being requested in 2011, in Accounts 101-67000,68000,69000-623090, and are contingent on the Board of Commissioners’ approval of the District’s budget for that year. Funds for subsequent years, 2012 and 2013, are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 11-604-11.
Requested, Manju Prakash Sharma, Acting Director of Maintenance and Operations, MPS:SO’C:MAG:LSC:SSG
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
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 October 7, 2010