TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to award Contract 08-040-11 Furnish and Deliver Computer Supplies to Various Locations for a One (1) Year Period, Group A to Runco Office Supply & Equipment Company, in an amount not to exceed $10,528.00, Group B to Bebon Office Machines, in an amount not to exceed $41,719.85, Account 101-20000-623810
Body
Dear Sir:
On May 15, 2008 the Board of Commissioners authorized the Purchasing Agent to advertise for bids, Contract 08-040-11 Furnish and Deliver Computer Supplies to Various Locations for a One (1) Year Period, beginning approximately August 1, 2008 and ending July 31, 2009.
In response to a public advertisement of May 28, 2008, a bid opening was held on June 17, 2008. The bid tabulation for this contract is:
GROUP A: MISCELLANEOUS SUPPLIES
RUNCO OFFICE SUPPLY & EQUIPMENT CO. *$10,528.00
NOVA STATIONERS, INC. D/B/A MEADOWS $12,367.98
OFFICE SUPPLY
PITMAN *$25,790.19
GROUP B: TONER CARTRIDGES
BEBON OFFICE MACHINES *$41,719.85
RUNCO OFFICE SUPPLY & EQUIPMENT CO. $42,701.00
NOVA STATIONERS, INC., D/B/A MEADOWS $50,477.16
OFFICE SUPPLY
BEBON OFFICE MACHINES (BID# 2) $93,714.84
GLOBAL GOVERNMENT/EDUCATION SOLUTIONS $104,290.63
PITMAN $110,673.29
*corrected total
Four hundred forty (440) companies were notified of the contact being advertised and twenty-four (24) companies requested specifications.
Runco Office Supply & Equipment Co., the lowest responsible bidder for Group A, is proposing to perform this contract, in accordance with the specifications. The estimated cost for Group A for this contract was $13,000.00 placing the bids of $10,528.00 approximately 19 percent below the estimate.
Bebon Office Machines, the lowest responsible bidder for Group B, is proposing to perform this contract, in accordance with the specifications. The estimated cost for Group B for this contract was $39,000.00, placing the bid of $41,719.85 approximately 7 percent above the estimate.
In view of the foregoing, it is recommended that the Purchasing Agent be authorized to award Contract 08-040-11, to Runco Office Supply & Equipment Co., for Group A, in an amount not to exceed $10,528.00 and to Bebon Office Machines, for Group B in an amount not to exceed $41,719.85. Purchase orders will be issued on this contract for the material required. Payment will be based on the unit cost as indicated in the proposals. The bid deposits in the amount of $650.00 for Group A and $1,950.00 for Group B, will 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 101-20000-623810.
Recommended, Darlene A. LoCascio, Purchasing Agent, DAL:SEB:JN:bk
Respectfully Submitted, Barbara J. McGowan, Chairman, Committee on Purchasing
Deposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for August 14, 2008