TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 12-442-11, Furnishing On-Site Maintenance Service for Personal Computers, Laptops, Thin Client Units, LCD Flat Panel Monitors, Printers, Scanners and Peripherals, Groups 1 and 2, to Systems Solutions, Inc., in an amount not to exceed $19,332.00, Account 101-27000-612810, Requisition 1326593
Body
Dear Sir:
On November 3, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-442-11 Furnishing On-Site Maintenance Service for Personal Computers, Laptops, Thin Client Units, LCD Flat Panel Monitors, Printers, Scanners and Peripherals.
In response to a public advertisement of February 1, 2012, a bid opening was held on February 14, 2012. The bid tabulation for this contract is:
GROUP 1 - COMPUTER/MONITOR INCIDENT
SYSTEMS SOLUTIONS, INC. *$6,444.00
GROUP 2 - PRINTER INCIDENT
SYSTEMS SOLUTIONS, INC. *$12,888.00
*corrected total
Four hundred nine (409) companies were notified of this contract being advertised and twenty (20) 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 reason for not bidding: estimate was too low, and ran out of time. 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.
Systems Solutions, Inc., the lowest responsible bidder for this contract, is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $25,000.00, placing the total bid of $19,332.00, approximately 22.7 percent below the 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 revised Appendix D was not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
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 12-442-11, Groups 1 and 2, to Systems Solutions, Inc., in an amount not to exceed $19,332.00.
No bid deposit was required for this contract.
Funds for the 2012 expenditure in the amount of $9,666.00, are available in Account 101-27000-612810. The estimated expenditure for 2013 is $9,666.00. Funds for the 2013 expenditure 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 April 5, 2012