TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 18, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to award Contract 08-012-11 Furnish and Deliver Paint, Brushes, Solvents and Stains to Various Locations for a One (1) Year Period, Groups A and B, to Industrial Paint & Supply Inc., D/B/A Sappanos, in an amount not to exceed $69,382.46, Account 101-20000-623190
Body
Dear Sir:
On October 16, 2008, the Board of Commissioners authorized the Purchasing Agent to advertise for bids, Contract 08-012-11 furnish and deliver paint, brushes, solvents and stains to various locations for a one (1) year period, beginning approximately December 1, 2008 and ending November 30, 2009.
In response to a public advertisement of October 29, 2008, a bid opening was held on November 18, 2008. The bid tabulation for this contract is:
GROUP A - DROP CLOTHES, BRUSHES AND ROLLERS
INDUSTRIAL PAINT & SUPPLY, INC., D/B/A SAPPANOS $13,491.30
GROUP B - PAINTS
INDUSTRIAL PAINT & SUPPLY, INC., D/B/A SAPPANOS $55,891.16
*Corrected total
One hundred fifty-two (152) companies were notified of the contact being advertised and ten (10) companies requested specifications.
The Purchasing Agent has reviewed the bidders' list for this contract, and is satisfied that the market for this service has been adequately solicited. A planholders' survey revealed the following reasons for firms not bidding: one potential bidder took exception to the bid deposit requirement and could not competitively bid on all items of the contract. Another bid was declared non-responsive at bid opening for failure to sign the Proposal Page of the contract document. In light of these findings, the Purchasing Agent is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejected the sole bid and re-advertising this contract.
Industrial Paint & Supply, Inc., D/B/A Sappanos, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A and B of this contract was $61,500.00, placing the total bid of $69,382.46, approximately 12.8 percent above the estimate.
In view of the foregoing, it is recommended that the Purchasing Agent be authorized to award Contract 08-012-11, to Industrial Paint & Supply, Inc., D/B/A Sappanos, in an amount not to exceed $69,382.46.
Purchase orders will be issued when material is required. Payment will be based on the unit cost as indicated in the contract documents. The bid deposits in the amount of $675.00 for Group A and $2,400.00 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 101-20000-623190.
Recommended, Darlene A. LoCascio, Purchasing Agent, DAL:SEB:JN:sk
Respectfully Submitted, Barbara J. McGowan, Chairman, Committee on Purchasing
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 18, 2008