TRANSMITTAL LETTER FOR BOARD MEETING OF December 21, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 18-063-11, Furnish and Deliver V-Belts and Conveyor Belts to Various Locations for a One-Year Period, Groups A and B to Accent Bearings Co., Inc., in a total amount not to exceed $31,506.77, Account 101-20000-623270
Body
Dear Sir:
On October 5, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-063-11 furnish and deliver v-belts and conveyor belts to various locations for a one year period, beginning approximately February 1, 2018 and ending January 31, 2019.
In response to a public advertisement of October 18, 2017, a bid opening was held on November 14, 2017. The bid tabulation for this contract is:
GROUP A: V- Belts
ACCENT BEARINGS CO., INC. $5,328.87
GROUP B: CONVEYOR BELTS
ACCENT BEARINGS CO., INC. $26,177.90
One hundred sixty-two (162) companies were notified of the contract being advertised and twenty-four (24) companies requested specifications.
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: would not be competitive on the items requested; unable to find a good source for the items in time to quote; some items being requested are nonstandard and not kept in stock; the manufacturer did not respond back to the vendor in time to submit bids. 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.
Accent Bearings Co., Inc., the sole bidder for Groups A and B, is proposing to perform this contract in accordance with the specifications. The estimated cost for Groups A and B of this contract was $39,000.00, placing the total bid of $31,506.77 approximately 19.2 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 18-063-11, Groups A and B to Accent Bearings Co., Inc., in a total amount not to exceed $31,506.77.
There was no bid deposit required for this contract.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. Funds are available in Account 101-20000-623270.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:np
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
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