TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 18, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to advertise Contract 11-818-11 Maintenance and Repair of Laboratory Walk-In Coolers, Air Conditioners, Chillers and Ventilation Systems in the Calumet Service Area, estimated cost $159,000.00, Account 101-68000-612680, Requisition 1312977
Body
Dear Sir:
Contract documents and specifications have been prepared for Contract 11-818-11, Maintenance and Repair of Laboratory Walk-In Coolers, Air Conditioners, Chillers and Ventilation Systems in the Calumet Service Area, at the request of the Maintenance and Operations Department.
The purpose of this contract is to procure the services to repair and maintain heating, ventilation, air conditioning and refrigeration equipment such as air conditioning units, air handlers, ventilators, heaters, humidifiers, chillers, walk-in coolers and associated controls in the Calumet Service Area for a thirty-six month period.
The estimated cost for this contract is $159,000.00. The estimated 2011, 2012, 2013 and 2014 expenditures are $43,000.00, $53,000.00, $53,000.00 and $10,000.00, respectively.
The bid deposit for this contract is $7,900.00.
The contract specifications require that all work is to commence upon approval of the contractor’s bond, and terminate thirty-six months later, or upon expenditure of available funds, whichever occurs sooner. Liquidated damages in various amounts of up to $50.00 per hour and $200.00 per calendar day may be assessed if the Contractor fails to arrive at the work site and/or is in default of completing work in the time specified.
The Multi-Project Labor Agreement will be included in this contract.
Revised Appendix D will not be included in this contract due to the specialized nature of the work and because the work on an annual basis makes it cost prohibitive to divide the work into sufficiently small tasks or quantities to enable the bidders to utilize PCE’s.
The tentative schedule for this contract is as follows:
Advertise December 8, 2010
Bid Opening January 11, 2011
Award February 3, 2011
Completion January 20, 2014
Funds are being requested in 2011, in Account 101-68000-612680. Funds for 2011 and subsequent years, 2012, 2013, and 2014, 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 11-818-11.
Requested, Manju Prakash Sharma, Director of Maintenance and Operations, SO’C:MAG:LSC:TRS
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 November 18, 2010