TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 1, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 25-694-11, Truck Scale Maintenance at Various Locations, Groups A, B, and C, to Abest Scale Co., in an amount not to exceed $82,000.00, Account 101-68000, 69000-612650, 612680, 623270 Requisitions 1629093, 1629246, 1629465
Body
Dear Sir:
On February 6, 2025, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 25-694-11, Truck Scale Maintenance at Various Locations.
In response to a public advertisement of March 12, 2025, a bid opening was held on April 1, 2025. The bid tabulation for this contract is:
GROUP A: SWRP
ABEST SCALE CO. $24,980.00
GROUP B: LASMA
ABEST SCALE CO. $39,210.00
GROUP C: CALSMA
ABEST SCALE CO. $15,490.00
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 reason for not bidding: do not provide the services required. 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.
The quantities specified in the contract were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $82,000.00. Group A $26,000.00, Group B $40,000.00, and Group C $16,000.00.
Abest Scale Co., the sole bidder for all groups, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $82,000.00, placing their bid of $79,680.00 approximately 2.8 percent below the engineer’s estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V were not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
The contract will require approximately two (2) people for the services.
The work under this contract shall commence upon approval of the contractor’s bond, as ordered by the resident engineer, and terminate twenty-four (24) months thereafter, or upon expenditure of available funds, whichever comes first.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 25-694-11, Groups A, B, and C to Abest Scale Co., in an amount not to exceed $82,000.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2025 expenditures for Groups A, B and C, in the amount of $15,300.00, are available in Account 101-68000, 69000-612650, 612680, 623270. The estimated expenditure for 2026 is $38,000.00, and for 2027 is $28,700.00. Funds for the 2026 and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Edward J. Staudacher, Acting Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:pk
Respectfully Submitted, Precious Brady-Davis, Chairperson, 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 1, 2025