TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 5, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders for Contract 24-602-11, Furnish and Deliver Miscellaneous Electrical and Mechanical Equipment to Various Locations, Item 1 to Refraction Technologies Corporation in an amount not to exceed $129,444.00; Item 2 to R.J. O’Neil, Incorporated in an amount not to exceed $70,109.00; Items 3 and 6 to Indi Enterprise, Incorporated in an amount not to exceed $183,127.00; Items 4 and 5 to Sync-Power Services, Incorporated in an amount not to exceed $95,569.95; Item 7 to Instrumart, LLC in an amount not to exceed $60,012.00; Item 8 to Graybar Electric Company, Incorporated in an amount not to exceed $225,000.00; and Item 10 to Integrated Power Systems, LLC in an amount not to exceed $52,833.00, Accounts 101-67000/68000/69000-623270-623070-623800, Requisitions 1611549, 1613106, 1613347, 1609863, 1613512, 1611155, 1614829, 1603707, and 1616180 (As Revised)
Body
Dear Sir:
On May 2, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 24-602-11, Furnish and Deliver Miscellaneous Electrical and Mechanical Equipment to Various Locations.
In response to a public advertisement of June 19, 2024, a bid opening was held on July 9, 2024. The bid tabulation for this contract is attached.
Refraction Technologies Corporation, the lowest responsible bidder for Item 1, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 1 of this contract was $123,950.00, placing their bid of $129,444.00 approximately 4.4 percent above the estimate.
A review of the bids for Item 2 by the Maintenance and Operations Department (M&O) indicate that the lowest bidder Gun & Pegelow, Incorporated, does not comply with all the terms and specifications of the contract. Gun & Peglow proposed an alternative manufacturer for the specified unit which is larger and with no corrosion protection.
A review of the second low bidder by M&O indicated that Indi Enterprise, Incorporated, does not comply with all the terms and specifications of the contract by not providing the specified corrosion protection coating as required.
A review of the third low bidder by M&O indicated that Integrated Power System, LLC, does not comply with all the terms and specifications of the contract by not including the specified equipment startup by a manufacturer representative as required.
Therefore, the bids from Gun & Pegelow, Incorporated, Indi Enterprise, Incorporated, and Power System, LLC, are rejected for the reasons stated above and in the public’s best interest. The Director of Procurement and Materials Management has informed them of this action.
R.J. O’Neil, Incorporated, the lowest responsible bidder for Item 2, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 2 was $62,000.00, placing their bid of $70,109.00 approximately 13.0 percent above the estimate.
Indi Enterprise, Incorporated, the lowest responsible bidder for Items 3 and 6, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 3 and 6 were $187,200.00 placing their bid of $183,127.00 for both items approximately 2.1 percent below the estimate for both items.
Sync-Power Services, Incorporated, the lowest responsible bidder for Items 4 and 5, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 4 and 5 were $133,700.00 placing their bid of $95,569.95 for both items approximately 28.0 percent below the estimate for both items.
Instrumart, LLC, the lowest responsible bidder for Item 7, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 7 was $72,000.00 placing their bid of $60,012.00 approximately 16.7 percent below the estimate.
A review of the bids for Item 8 by M&O indicate that the low bidder Indi Enterprise, Incorporated (Indi), does not comply with all the terms and specifications of the contract. The part number included in the proposal page by Indi, does not match the required part number. In addition, the proposal and detailed specifications (DS-7 through DS-9) require a custom enclosure with no substitutes and Indi would not provide the custom enclosure. The warranty on page DS-21 requires a warranty of five (5) years and Indi would only provide a two (2) year warranty. Therefore, the bid submitted by Indi, is rejected for the reasons stated above and which is in the public’s best interest. The Director of Procurement and Materials Management has informed Indi Enterprise, Incorporated of this action.
Graybar Electric Company, Incorporated, the lowest responsible bidder for Item 8, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 8 was $225,000.00 placing their bid of $225,000.00 even with the estimate.
A review of the sole bid Item 9 by M&O indicates that Indi, does not comply with all the terms and specifications of the contract by indicating a different drive than what was required in the detailed specifications. In addition, the proposal and detailed specifications (DS-9 through DS-11) require a custom enclosure with no substitutes and Indi would not provide the custom enclosure. Therefore, the bid submitted by Indi, is rejected for the reasons stated above and which is in the public’s best interest. The Director of Procurement and Materials Management has informed Indi Enterprise, Incorporated of this action. M&O will review the item listed in this contract prior to re-advertisement.
Integrated Power Systems, LLC, the lowest responsible bidder for Item 10, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 10 was $60,000.00 placing their bid of $52,833.00 approximately 11.9 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because this is a furnish and deliver contract. The Affirmative Action Ordinance Revised Appendix D and Appendix V will not be included because it is primarily a furnish and deliver contract. Moreover, there are no subcontracting opportunities in the contract.
All equipment shall be delivered as specified in the contract documents after the issuance of the purchase order.
No bid deposit was required for this contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase orders for Contract 24-602-11 Item 1 to Refraction Technologies Corporation in an amount not to exceed $129,444.00; Item 2 to R.J. O’Neil, Incorporated in an amount not to exceed $70,109.00; Items 3 and 6 to Indi Enterprise, Incorporated in an amount not to exceed $183,127.00; Items 4 and 5 to Sync-Power Services, Incorporated in an amount not to exceed $95,569.95; Item 7 to Instrumart, LLC in an amount not to exceed $60,012.00; Item 8 to Graybar Electric Company, Incorporated in an amount not to exceed $225,000.00; and Item 10 to Integrated Power Systems, LLC in an amount not to exceed $52,833.00.
Funds are available in Accounts 101-67000/68000/69000-623270-623070-623800.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:pk
Respectfully Submitted, Marcelino Garcia, 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 September 5, 2024
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