TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 10, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders for Contract 23-622-12 (Re-Bid), Furnish and Deliver Miscellaneous Electrical & Mechanical Equipment to Various Locations, to Jamerson & Bauwens Electrical Contractors, Inc. (Items 3,7,10,13,14,15,16), in an amount not to exceed $993,092.00, to Peterson and Matz, Inc. (Item 4), in an amount not to exceed $28,582.00, and to Fairfield Service Company of Indiana, LLC (Item 6), in an amount not to exceed $70,000.00, Accounts 101-67000, 68000, 69000-623270, and 634650, Requisitions 1591394, 1591401, 1591402, 1591403
Body
Dear Sir:
On December 15, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 23-622-11, Furnish and Deliver Miscellaneous Electrical & Mechanical Equipment to Various Locations.
At the Board meeting of May 4, 2023, items 1,5, and 8 were awarded, no bids received for items 9,10, 12,13, and 14, and items 2,3,4,6,7,11,15, and 16 were rejected as reported.
In response to a public re-advertisement of May 10, 2023, a bid opening was held on July 11, 2023. The bid tabulation for this contract is attached.
Jamerson & Bauwens Electrical Contractors, Inc., the lowest responsible bidder for items 3,7,10,13, 14,15,16, is proposing to perform the contract in accordance with the specifications. The estimated cost for those items of this contract was $925,000.00, placing their bid of $993,092.00 approximately 7.36 percent above the estimate.
Peterson and Matz, Inc., the lowest responsible bidder for item 4, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 4 was $22,595.00, placing their bid of $28,582.00 approximately 26.5 percent above the estimate.
Fairfield Service Company of Indiana, LLC, the lowest responsible bidder for item 6, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 6 was $68,237.00 placing their bid of $70,000.00 approximately 2.6 percent above the estimate.
Windy City Representatives, LLC submitted a sole bid for item 9 in the amount of $83,400.00 which is 51.6 percent over the estimate of $55,000.00 and is recommended by the Maintenance and Operations Department to reject due to the bid being too high over the estimate. Therefore, Windy City Representatives, LLC’s bid for item 9 is rejected. The Director of Procurement and Materials Management has notified this bidder of this action.
Jamerson & Bauwens Electrical Contractors, Inc. submitted a sole bid for items 11 and 12 in the amounts of $193,690.00 for item 11 and $192,544.00 for item 12 which is 252 percent over the estimate of $55,000.00 for item 11 and is 54 percent over the estimate of $125,000.00 for item 12. Both items are recommended by the Maintenance and Operations Department to be rejected due to bids being too high over the estimates. Therefore, Jamerson & Bauwens Electrical Contractors, Inc.’s bids for items 11 and 12 are rejected. The Director of Procurement and Materials Management has notified this bidder of this action.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because the requirements do not fall under the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V will not be included because it is primarily a furnish and deliver contract and there are no subcontracting opportunities in the contract.
All equipment shall be delivered within 315 calendar days after the issuance of the purchase order except Item 14 (SF6 circuit breakers), which shall be delivered within 490 calendar days 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 23-622-12 to Jamerson & Bauwens Electrical Contractors, Inc. (Items 3,7,10,13,14,15,16), in an amount not to exceed $993,092.00, to Peterson and Matz, Inc. (Item 4), in an amount not to exceed $28,582.00, and to Fairfield Service Company of Indiana, LLC (Item 6) in an amount not to exceed $70,000.00.
The Maintenance and Operations Department will review and revise the contract documents for items 9, 11, and 12 prior to re-advertising.
Funds for the expenditures are available in accounts 101-67000, 68000, 69000-623270, and 634650.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
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 August 10, 2023
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