TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2009
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 09-032-11, Furnish and Deliver Coveralls, Rainwear and Boots to Various Locations, for a One (1) Year Period, Group A, to HP Products Corporation, in an amount not to exceed $38,223.84, Groups B and C, to Fairmont Supply Company, in a total amount not to exceed $47,785.08, Account 101-20000-623700
Body
Dear Sir:
On August 6, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 09-032-11 Furnish and Deliver Coveralls, Rainwear and Boots to Various Locations for a One (1) Year Period, beginning approximately November 1, 2009 and ending October 31, 2010.
In response to a public advertisement of August 19, 2009, a bid opening was held on September 15, 2009. The bid tabulation for this contract is:
GROUP A: COVERALLS
HP PRODUCTS CORPORATION $38,223.84
APPLIED INDUSTRIAL TECHNOLOGIES, INC. $39,125.16
VWR INTERNATIONAL, LLC. $45,652.80
GROUP B: RAIN JACKETS, PANTS & COATS
FAIRMONT SUPPLY COMPANY $10,028.10
ALLIED GLOVE CORPORATION $11,034.20
SILK SCREEN EXPRESS, INC. $12,104.00
GROUP C: BOOTS
FAIRMONT SUPPLY COMPANY $37,756.98
One hundred seventy-two (172) companies were notified of the contract being advertised and thirty-one (31) companies requested specifications.
HP Products Corporation, the lowest responsible bidder in Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $38,500.00, placing the total bid of $38,223.84 approximately equal to the estimate.
Fairmont Supply Company, the lowest responsible bidder for Groups B and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups B and C of this contract was $44,500.00, placing the total bid of $47,785.08 approximately 7.4 percent above the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
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 09-032-11, Group A, to HP Products Corporation, in an amount not to exceed $38,223.84, Groups B and C, to Fairmont Supply Company, in a total amount not to exceed $47,785.08.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. The bid deposit in the amount of $1,925.00 for Group A , and $2,225.00 for Groups B and C 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 are available in Account 101-20000-623700.
Recommended, Darlene A. LoCascio, Director of Procurement and Material Management, DAL:SEB:MB:jt
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 October 15, 2009