TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 15, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to award Contract 08-017-11 Furnish and Deliver Wire, Cable and Electrical Supplies to Various Locations, Groups A and C to J.P. Simons and Company, in a total amount not to exceed $76,805.18, and Group B to Helsel-Jepperson Electrical, Inc. in an amount not to exceed $99,487.50,
for a total award not to exceed $176,292.68, Account 101-20000-623070
Body
Dear Sir:
On March 6, 2008, the Board of Commissioners passed an order directing the Purchasing Agent to advertise for bids for contract 08-017-11 to Furnish and Deliver Electrical Wire, Cable and Electrical Supplies to Various Locations, beginning approximately June 1, 2008 and ending May 31, 2009.
In response to a public advertisement of March 19, 2008, a bid opening was held on April 8, 2008. The bid tabulation for this contract is:
GROUP A: ELECTRICAL SUPPLIES
J.P. SIMONS AND COMPANY *$65,370.28
HELSEL-JEPPERSON ELECTRICAL, INC. *$75,436.70
BROOK ELECTRICAL SUPPLY COMPANY *$96,576.52
GROUP B: WIRE
HELSEL-JEPPERSON ELECTRICAL, INC. $99,487.50
BROOK ELECTRICAL SUPPLY COMPANY *$303,597.50
GROUP C: BATTERIES AND FLASHLIGHTS
J.P. SIMONS AND COMPANY $11,434.90
BROOK ELECTRICAL SUPPLY COMPANY $11,680.76
HELSEL-JEPPERSON ELECTRICAL, INC. *$11,991.50
*Corrected Total
Five hundred fifty-four (554) companies were notified of this contract being advertised and twenty-one (21) companies requested specifications.
J.P. Simons and Company, the lowest responsible bidder for Groups A and C, is proposing to perform Groups A and C, in accordance with the specifications. The estimated cost of Group A was $60,000.00 placing their Group A bid of $65,370.28 approximately 9 percent above the estimate. The estimated cost of Group C was $11,500.00, placing their Group C bid of $11,434.90 approximately equal to the estimate.
Helsel-Jepperson Electrical, Inc., the lowest responsible bidder for Group B, is proposing to perform Group B, in accordance with the specifications. The estimated cost of Group B was $79,000.00, placing the Group B bid of $99,487.50 approximately 25.9 percent above the estimate. The bids received for Group B are higher than the estimate due to increasing price levels and volatility of current copper prices.
In view of the foregoing, it is recommended that this contract be awarded to J.P. Simons and Company, in amounts not to exceed $76,805.18 for Group A and Group C, and to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $99,487.50 for Group B. Purchase orders will be issued on this contract for the material as required. Payment will be based on the unit cost as indicated in the proposals. Bid deposit amounts of $3,000.00 for Group A, $3,950.00 for Group B and $575.00 for Group C will be retained in lieu of a performance bond which is satisfactory to the Law Department and approved by the Purchasing Agent until completion of the contract. Funds are available in Account 101-20000-623070.
Requested, Darlene A. LoCascio, Purchasing Agent, DAL:SEB:JN:mb
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this May 15, 2008. Approved, President Terrence J. O’Brien