TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 19, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue purchase order for Contract 08-635-12 Furnishing and Delivering Polymer to the Calumet Water Reclamation Plant, Groups A and B to Polydyne Inc., in an amount not to exceed $1,010,000.00, Account 101-68000-623560, Requisition 1241712
Body
Dear Sir:
On February 7, 2008, the Board of Commissioners authorized the Purchasing Agent to advertise for bids for Contract 08-635-11 Furnishing and Delivering Polymer to the Calumet Water Reclamation Plant.
Contract 08-635-11 was cancelled on April 3, 2008, following a public advertisement of April 2, 2008.
In response to a public re-advertisement of April 23, 2008, a bid opening was held on May 13, 2008. The bid tabulation for this contract is:
Unit
Product Designation (cost ($/LB.) Bid Extension
GROUP A - Gravity Concentration Polymer
POLYDYNE INC. Polydyne CE-804 $0.0845 $59,940.75
TIDEWATER PRODUCTS, INC. TWC1172 $0.145 $124,257.75
GROUP B - Centrifuge Polymer
POLYDYNE INC. Polydyne CE1070 $0.105 $544,582.50
One hundred ninety-two (192) companies were notified of the contract being advertised and five (5) companies requested specifications.
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 $60,000.00 for Group A and $950,000.00 for Group B, total amount not to exceed $1,010,000.00.
The Purchasing Agent has reviewed the bidders’ list for Group B of this contract, and is satisfied that the market for this service has been adequately solicited. A planholders’ survey revealed the following reasons for firms not bidding: cannot provide a bid at this time. In light of these findings, the Purchasing Agent is of the opinion that the bid received for Group B is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
Polydyne Inc., the lowest responsible bidder for Groups A and B, is proposing to perform the contract, in accordance with the specifications. The estimated cost for this contract was $1,010,000.00, placing the bid of $604,523.25, approximately 40 percent below the cost estimate.
The Multi-Project Labor Agreement (MPLA) was not included in the contract because it is a furnish and deliver contract.
In view of the foregoing, it is recommended that the Purchasing Agent be authorized to issue a purchase order to Polydyne Inc., in an amount not to exceed $1,010,000.00. The bid deposit in the amount of $20,200.00 for Groups A and B shall be retained in lieu of a performance bond which is satisfactory to the Law Department and approved by the Purchasing Agent. Funds are available in Account 101-68000-623560.
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 19, 2008. Approved, President Terrence J. O’Brien