TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 3, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 23-646-51, Small Streams Maintenance in Cook County, Illinois, Group A to J & L Contractors, Inc., in an amount not to exceed $3,647,350.00, Accounts 101/501-50000/66000-612620/612420, Requisition 1580501 (As Revised)
Body
Dear Sir:
On June 2, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 23-646-51, Small Streams Maintenance in Cook County, Illinois.
Authorization to amend the Authority to Advertise was approved on August 11, 2022.
In response to a public advertisement of August 24, 2022, a bid opening was held on September 20, 2022. The bid tabulation for this contract is:
GROUP A: LABOR & SMALL EQUIPMENT
J & L CONTRACTORS, INC. $3,647,350.00
GROUP B: HEAVY EQUIPMENT
THORNTON EQUIPMENT SERVICES, INCORPORATED $3,800,400.00
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 planholder’s survey revealed the following reasons for not bidding: the work is outside their scope of business and firm is short-handed staff and cannot perform the service at this 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.
J & L Contractors, Inc., the sole bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $3,490,000.00, placing their bid of $3,647,350.00 approximately 4.5 percent above the estimate.
Thornton Equipment Services, Inc., submitted a bid for Group B in the amount of $3,800,400.00 which is 100% higher than the cost estimated of $1,900,000.00. The Maintenance and Operations Department indicated that this bid is too high for an award and the Director of Procurement and Materials Management concurs.
Therefore, the bid submitted by Thornton Equipment Services, Inc. is being rejected due to their high cost and in the public’s best interest.
The Director of Procurement and Materials Management has notified Thornton Equipment Services, Inc. of this action.
The Maintenance and Operations Department will review Group B prior to any re-advertisement.
The Affirmative Action Ordinance Revised Appendix D goals for Groups A and B are 20% MBE, 9% WBE and 10% SBE. The VBE goal is 3%.
J & L Contractors, Inc., is in compliance with the Affirmative Action Ordinance, Revised Appendix D as indicated on the attached report. The Minority Business Enterprise (MBE), Women Business Enterprise (WBE) and Small Business Enterprise (SBE) utilization goals for Group A of this contract are 20 percent MBE, 9 percent WBE and bidder offers MBE and WBE credits to satisfy SBE participation. Bidder offers 3% for VBE goal.
J & L Contractors, Inc. has executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on Group A of this contract are operating engineers, truck drivers and laborers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will employ approximately nine (9) people for the services on Group A.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 23-646-51, Group A to J & L Contractors, Inc., in an amount not to exceed $3,647,350.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contract will commence on January 1, 2023 or upon the approval of the Contractors’ Bond, whichever occurs later, and terminate December 31, 2024, or upon expenditure of available funds, whichever occurs sooner.
Funds are being requested for the 2023 expenditures for Group A, in the amount of $1,823,675.00, are available in Accounts 101/501-50000/66000-612620/612420. The estimated expenditure for 2024 is $1,823,675.00. Funds for the 2023 and 2024 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those year.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:bn
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 November 3, 2022
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