TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 17-609-21, Furnish and Deliver Enhanced Bio-P Control Equipment, Groups A and B, to Gasvoda & Associates, Inc., in an amount not to exceed $165,343.91, Account 201-50000-645650, Requisition 1461027
Body
Dear Sir:
On April 6, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-609-21, Furnish and Deliver Enhanced Bio-P Control Equipment.
On July 6, 2017, authorization to amend the Authority to Advertise was approved by the Board of Commissioners.
In response to a public advertisement of October 25, 2017, a bid opening was held on November 21, 2017. The bid tabulation for this contract is:
GROUP A: INSTRUMENT EQUIPMENT
GASVODA & ASSOCIATES, INC. $120,733.00
GROUP B: MISCELLANEOUS HARDWARE
GASVODA & ASSOCIATES, INC. $44,640.91
The Director of Procurement and Materials Management has reviewed the bidders’ list for this contract, and is satisfied that the market for this service has been adequately solicited. A planholders’ survey revealed the following reasons for not bidding: could not provide the equipment; could not meet the specifications of the contract; and out of scope of work. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
One thousand, three hundred twenty-nine (1,329) companies were notified of this contract being advertised and thirty-two (32) companies requested specifications.
Gasvoda & Associates, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $305,000.00, placing their bid of $165,343.91, approximately 45 percent below the estimate. The estimated cost includes the Kirie and O’Brien Water Reclamation Plants. However, due to the results of a recent M & R study which recommeded further plant modeling/evaluation before purchasing the control equipment for the O’Brien Water Reclamation Plant, the Maintenance and Operations Department removed this plant from the bidding documents prior to advertisement.
All equipment shall be delivered within 60 calendar days after the mailing date of the purchase order.
The Affirmative Action Ordinance, Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because it is primarily a furnish and deliver contract.
The bid deposit, in the amount of $8,500.00, will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and
Materials Management.
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 17-609-21, Groups A and B, to Gasvoda & Associates, Inc., in an amount not to exceed $165,343.91.
Funds are being requested in 2018, in Account 201-50000-645650, and contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:cm
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 December 21, 2017