TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 5, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to award Contract 08-679-11 Roof Inspection Services at Various Service Areas, to George Butler Associates, Inc., in an amount not to exceed $52,610.00, Accounts 101-67000, 68000, 69000-612240, Requisitions 1235343, 1232502, and 1235954
Body
Dear Sir:
On March 6, 2008, the Board of Commissioners passed an order authorizing the Purchasing Agent to advertise for bids for Contract 08-679-11 Roof Inspection Services at Various Service Areas.
In response to a public advertisement of April 9, 2008, a bid opening was held on April 29, 2008. The sole bid received for this contract is:
GEORGE BUTLER ASSOCIATES, INC. $52,610.00
One hundred thirty-five (135) companies were notified of this contract being advertised and sixteen (16) companies requested specifications.
The Purchasing Agent 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 firms not bidding: bidding period too short, and do not have availability to perform nuclear non-destructive testing. In light of these findings, the Purchasing Agent 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.
George Butler Associates, Inc., the lowest responsible bidder, is proposing to perform the contract, in accordance with the specifications. The estimated cost for this contract was $50,000.00, placing the bid of $52,610.00, approximately 5.2 percent above this estimate.
The Multi-Project Labor Agreement is not included in the contract because of the specialized nature of the services.
In view of the foregoing, it is recommended that the Purchasing Agent be authorized to award Contract 08-679-11 to George Butler Associates, Inc., in an amount not to exceed $52,610.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Purchasing Agent.
Funds for the 2008 expenditures in the amount of $26,305.00 are available in Accounts 101-67000, 68000, 69000-612240. The estimated expenditures for 2009 is $26,305.00. Funds for the 2009 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Recommended, Darlene A. LoCascio, Purchasing Agent, DAL:SEB:klv
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this June 5, 2008. Approved, President Terrence J. O’Brien