TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 6, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 12-720-21, Furnishing and Delivering Pump Assemblies, VFD's and Miscellaneous Parts for Main Sewage Pumps at the Hanover Park Water Reclamation Plant, Group A to Vaughan Company, Inc., in an amount not to exceed $131,423.00, Group B to Dreisilker Electric Motors, Inc., in an amount not to exceed $13,620.00, Group C to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $17,488.80, and Group D to Columbia Pipe & Supply Co., in an amount not to exceed $33,827.00, Account 201-50000-645750, Requisition 1343682
Body
Dear Sir:
On July 12, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-720-21 Furnishing and Delivering Pump Assemblies, VFD's and Miscellaneous Parts for Main Sewage Pumps at the Hanover Park Water Reclamation Plant.
In response to a public advertisement of August 22, 2012, a bid opening was held on September 11, 2012. The bid tabulation for this contract is:
GROUP A: PUMP ASSEMBLY
VAUGHAN COMPANY, INC. $131,423.00
GROUP B: VFD DRIVE
DREISILKER ELECTRIC MOTORS, INC. $13,620.00
HELSEL-JEPPERSON ELECTRICAL, INC. $14,420.00
AFFILIATED COMPANIES $15,098.00
GROUP C: ELECTRICAL PARTS
HELSEL-JEPPERSON ELECTRICAL, INC. $17,488.80
GROUP D: PLUMBING PARTS
COLUMBIA PIPE & SUPPLY COMPANY $33,827.00
Nine hundred seventy-three (973) companies were notified of this contract being advertised and forty-four (44) companies requested specifications.
Vaughan Company, Inc., the lowest responsible bidder for Group A, Dreisilker Electric Motors, Inc., the lowest responsible bidder for Group B, Helsel-Jepperson Electrical, Inc., the lowest responsible bidder for Group C, and Columbia Pipe & Supply Company, the lowest responsible bidder for Group D, are proposing to perform the contract in accordance with the specifications.
The estimated cost for Group A of this contract was $178,000.00, placing the total bid of $131,423.00, approximately 26.2 percent below the estimate. The estimate cost for Group B of this contract was $20,000.00, placing the total bid of $13,620.00, approximately 31.9 percent below the estimate. The estimated cost of Group C of this contract was $90,000.00, placing the total bid of $17,488.80, approximately 80.6 percent below the estimate. The estimated cost for Group D of this contract was $112,000.00, placing the total bid of $33,827.00, approximately 69.8 percent below the estimate.
Vaughan Company, Inc., is not authorized to transact business in Illinois, but has submitted a certificate of good standing from the State of Washington. The Department of Procurement and Materials Management has received approval from the Executive Director to move forward with the recommendation to award.
The Multi-Project Labor Agreement was not included in this contract because it is primarily a furnish and deliver contract.
The 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 issue a purchase order for Contract 12-720-21, to Vaughan Company, Inc., for Group A, in an amount not exceed $131,423.00, to Dreisilker Electric Motors, Inc., for Group B, in an amount not to exceed $13,620.00, to Helsel-Jepperson Electrical, Inc., for Group C, in an amount not to exceed $17,488.80, and to Columbia Pipe & Supply Company, for Group D, in an amount not to exceed $33,827.00. The bid deposits in the amount of $8,900.00 for Group A, $1,000.00, for Group B, $4,500.00 for Group C, and $5,600.00, for Group D, will be retained in lieu of performance bonds, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2012 expenditure in the amount of $104,382.20 are available in Account 201-50000-645750. The estimated expenditure for 2013 is $91,976.60. Funds for the 2013 expenditures are 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:klv
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 6, 2012