TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 15, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Mid-America Dynamics, Inc., to provide pump monitoring and analysis services, in an amount not to exceed $73,194.00 12-RFP-05 (10-238-1M), Account 101-50000-601410, Requisition 1324549
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Mid-America Dynamics, Inc. to provide pump monitoring and analysis services on two 72 MGD pumps, at the Calumet TARP Pumping Station. This monitoring will provide insight into pump failures that have been occurring since the pumps were commissioned in 2006 and 2007.
On November 16, 2011, Request for Proposal 12-RFP-05 (10-238-1M), Vibration Analysis of Two 72 MGD Pumps at the Calumet TARP Pumping Station, was publically advertised. Three hundred forty (340) vendors were notified, and twenty-seven (27) vendors requested proposal documents. The District received seven (7) proposals on December 16, 2011, of which one (1) Proposer was deemed non-responsive for not including in the proposal the completed Affidavit of Ownership.
Five District employees, consisting of two members from Maintenance & Operations, two members from Engineering and one member from Procurement and Materials Management reviewed each of the six (6) Proposals. Proposals were evaluated and ranked as a whole, based on the following criteria: Understanding the Project, Approach to Work, Technical Competence, Financial Stability, Personnel Effectiveness, Insurance Compliance, Licenses and Permits and Cost of Services.
Based on these evaluations, a short list of two Proposers were scheduled for interviews to respond to questions from the District staff. These Proposers were:
Mid-America Dynamics, Inc.
Novaspect, Inc.
These Proposers were then afforded the opportunity to submit Best and Final Offers to the Director of Procurement and Materials Management. Based on the vendor presentations and responses, Mid-America Dynamics, Inc. was evaluated as having the highest rated proposal for the work to be performed.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Mid-America Dynamics, Inc., to provide pump monitoring and analysis services in the amount not to exceed $73,194.00.
Funds are available in Account 101-50000-601410.
Requested, Thomas E. Kunetz, Assistant Director of Engineering, TEK:JW
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 May 15, 2012