TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 12-927-11, Furnishing and Delivering Parts and Services to Repair PLC Modules for the Stickney Water Reclamation Plant, to EESCO, Division of Wesco Distribution, Inc., d/b/a Englewood Electrical Supply, in an amount not to exceed $36,000.00, Account 101-69000-612650, Requisition 1329990
Body
Dear Sir:
On October 6, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-927-11 Furnishing and Delivering Parts and Services to Repair PLC Modules for the Stickney Water Reclamation Plant.
In response to a public advertisement of November 2, 2011, a bid opening was held on November 22, 2011. The bid tabulation for this contract is:
EESCO, DIVISION OF WESCO DISTRIBUTION, INC. $40,500.00
D/B/A ENGLEWOOD ELECTRICAL SUPPLY
Six hundred sixteen (616) companies were notified of this contract being advertised and twelve (12) 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: goods were outside their area of business, and delivery period was too long, and insurance requirements are too rigid. 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 documents 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 estimated quantities, is not to exceed $36,000.00.
EESCO, Division of Wesco Distribution, Inc., d/b/a Englewood Electrical Supply, 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 $36,000.00, placing the bid of $40,500.00, approximately 12.5 percent above the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because all the work will be performed by specially trained technicians at the contractor's facilities.
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 12-927-11, to EESCO, Division of Wesco Distribution, Inc., d/b/a Englewood Electrical Supply, in an amount not to exceed $36,000.00.
The bid deposit in the amount of $1,800.00, 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.
Funds for the 2012 expenditure in the amount of $12,000.00, are available in Account 101-69000-612650. Funds for the 2013 and 2014 expenditures in the amount of $12,000.00 for each year are contingent on the Board of Commissioners' approval of the District's budget for those years.
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 January 5, 2012