TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2009
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase orders for Contract 09-430-11 Furnish and Deliver Twenty-Five (25) Fleet Vehicles for Use by Various District Facilities, Groups B and H, to Joe Rizza Ford, Inc., in a total amount not to exceed $211,946.09, Groups C, E, F and G, to Ottawa Ford Lincoln-Mercury, Inc., in a total amount not to exceed $225,936.00, and Group D, to Sutton Ford, Inc., in an amount not to exceed $54,000.00, Account 101-15000-634860, Requisition 1261918
Body
Dear Sir:
On July 9, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 09-430-11 Furnish and Deliver Twenty-Five (25) Fleet Vehicles for Use by Various District Facilities.
In response to a public advertisement of August 12, 2009, a bid opening was held on September 1, 2009. The bid tabulation for this contract is:
GROUP A - (6) 2009 CHEVROLET IMPALAS - 4 DR.
JOE RIZZA FORD, INC. $104,412.06
SUTTON FORD, INC. $105,000.00
TERRY’S FORD LINCOLN-MERCURY $108,990.00
ELMHURST FORD $119,100.00
GROUP B - (6) 2009 4 DR. 2-WHEEL FORD ESCAPE HYBRID
JOE RIZZA FORD, INC. *$166,121.52
OTTAWA FORD LINCOLN-MERCURY, INC. $166,740.00
SUTTON FORD, INC. $167,700.00
ELMHURST FORD $169,200.00
TERRY’S FORD LINCOLN-MERCURY $173,694.00
GROUP C - (4) 2010 FORD CROWN VICTORIA LX 4 DR. SEDANS
OTTAWA FORD LINCOLN-MERCURY, INC. $64,128.00
ELMHURST FORD *$66,200.00
SUTTON FORD, INC. $69,200.00
JOE RIZZA FORD, INC. $71,435.72
TERRY’S FORD LINCOLN-MERCURY $75,960.00
GROUP D - (1) 2009 4 WHEEL DRIVE FORD F550 CREW CAB
SUTTON FORD, INC. $54,000.00
JOE RIZZA FORD, INC. $55,505.00
ELMHURST FORD $55,600.00
OTTAWA FORD LINCOLN-MERCURY, INC. $56,347.00
TERRY’S FORD LINCOLN-MERCURY $62,760.00
GROUP E - (5) 2009 4X4 SPORT UTILITY VEHICLES
OTTAWA FORD LINCOLN MERCURY, INC. $127,775.00
SUTTON FORD, INC. $129,020.00
ELMHURST FORD $132,500.00
JOE RIZZA FORD, INC. $142,986.75
TERRY’S FORD LINCOLN-MERCURY $148,690.00
GROUP F - (1) 2009 (7) PASSENGER MINI-VAN
OTTAWA FORD LINCOLN-MERCURY, INC. $20,657.00
ELMHURST FORD $21,700.00
SUTTON FORD, INC. $26,400.00
GROUP G - (1) 2010 CHRYSLER 300 TOURING SEDAN
OTTAWA FORD LINCOLN-MERCURY, INC. $13,376.00
GROUP H - (1) 2009 CREW CAB F350 FORD PICKUP TRUCK
JOE RIZZA FORD, INC. $45,824.57
ELMHURST FORD $46,300.00
OTTAWA FORD LINCOLN-MERCURY, INC. $47,390.00
SUTTON FORD, INC. $48,000.00
TERRY’S FORD LINCOLN-MERCURY $51,421.00
*corrected total
One hundred thirty-eight (138) companies were notified of this contract being advertised and twenty-seven (27) companies requested specifications.
The Detailed Specifications for Group A require a 2009 or later model Chevrolet Impala or approved equal, to provide the District with flex fuel capability. None of the four bidders submitted bids for the Impala. The three lowest bids received from Joe Rizza Ford, Inc., Sutton Ford, Inc., and Terry’s Ford Lincoln-Mercury, proposed the Ford Fusion, which is 3.1 inches shorter in wheelbase and 500 pounds lighter in curb weight than the Impala. The fourth and highest bidder, Elmhurst Ford, proposed a Ford Taurus powered by a non-E85 compatible 3.5 Liter, V-6 engine. These substitutions as an approved equal do not meet the Detailed Specifications for this Group. Therefore, the bids are rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Joe Rizza Ford, Inc., Sutton Ford, Inc., Terry’s Ford Lincoln-Mercury, and Elmhurst Ford of this action.
Joe Rizza Ford, Inc., the lowest responsible bidder for Groups B and H, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups B and H of this contract was $178,000.00, placing the bids of $211,946.09 approximately 19.1 percent above the cost estimate.
The reason for the bid for Groups B and H being over the cost estimate is due to underestimating the price increase for 2010 model year on hybrids for Group B, and additional aftermarket features not included in the estimate.
Ottawa Ford Lincoln-Mercury, Inc., the lowest responsible bidder for Groups C, E, F and G, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups C, E, F and G, of this contract was $248,000.00, placing the bids of $225,936.00 approximately 8.9 percent below the cost estimate.
Sutton Ford, Inc., the lowest responsible bidder for Group D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group D of this contract was $40,000.00, placing the bid of $54,000.00 approximately 35 percent above the cost estimate.
The reason for the bid for Group D being over the cost estimate is due to additional added aftermarket features not included in the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in the contract because it is primarily a furnish and deliver contract.
The revised Appendix D was 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 issue purchase orders for Contract 09-430-11, Groups B and H, to Joe Rizza Ford, Inc., in an amount not to exceed $211,946.09, Groups C, E, F and G, to Ottawa Ford Lincoln-Mercury, Inc., in an amount not to exceed $225,936.00, and Group D, to Sutton Ford, Inc., in amount not to exceed $54,000.00. No bid deposits were required for this contract. Funds are available in Account 101-15000-634860.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:klv
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