TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 4, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders for Contract 23-622-11, Furnish and Deliver Miscellaneous Electrical & Mechanical Equipment to Various Locations, to Boiler Equipment Company (Item 1), in an amount not to exceed $88,000.00, to Refractron Technologies Corp. (Item 5), in an amount not to exceed $51,525.00, and to Independent Mechanical Industries, Inc. (Item 8) in an amount not to exceed $39,500.00, Accounts 101-67000, 68000, 69000-623270, 623090, Requisitions 1591394, 1591291, 1591402
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.
In response to a public advertisement of February 1, 2023, a bid opening was held on February 28, 2023. The bid tabulation for this contract is attached.
Boiler Equipment Company, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 1 of this contract was $100,000.00, placing their bid of $88,000.00 approximately 12 percent below the estimate.
Refractron Technologies Corp., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 5 was $51,000.00, placing their bid of $51,525.00 approximately 1 percent above the estimate.
Independent Mechanical Industries, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 8 was $30,000.00 placing the bid of $39,500.00 approximately 31.7 percent above the estimate.
There were no bids received for items 9,10,12,13, and 14.
Qualus Services, LLC submitted a sole bid for Items 3,7,11,15, and 16. A review by the Maintenance and Operations Department revealed that the bidder was providing “Like New” reconditioned material and the specifications required new equipment. Therefore, their bid is rejected for not complying with the specifications and in the best interest of the public, the Director of Procurement and Materials Management has informed Qualus Services, LLC of this action.
Independent Mechanical Industries, Inc. submitted a bid for Item 2 in the amount of $46,500.00 which is 76.9 percent above the estimate of $26,283.00 and is considered too high to award. The Director of Procurement and Materials Management has informed Independent Mechanical Industries, Inc. of this action.
Independent Mechanical Industries, Inc. submitted a bid for Item 4 in the amount of $38,500.00 which is 70.4 percent above the estimate of $22,595.00 and is considered too high to award. The Director of Procurement and Materials Management has informed Independent Mechanical Industries, Inc. of this action.
The Maintenance and Operations Department reviewed the bids submitted by Independent Mechanical Industries, Inc. and considered their prices for Items 2 and 4 too high over the estimate.
A review by the Maintenance and Operations Department of the bid submitted by Trillium Pumps USA, Inc. for Item 6, revealed that this firm submitted additional terms and conditions of sale to their bid which does not comply with the District’s contract documents. Therefore, the bid submitted by Trillium Pumps USA, Inc. is considered non-responsive and, in the public’s best interest, is rejected. The Director of Procurement and Materials Management has informed Trillium Pumps USA, Inc. of this action.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is a furnish and deliver contract for equipment.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V will not be included because there are no subcontracting opportunities in the contract.
Equipment, Items 1, 5, and 8, will be delivered within 210 calendar days after the issuance of the purchase orders.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase orders for Contract 23-622-11 to Boiler Equipment Company (Item 1), in an amount not to exceed $88,000.00, to Refractron Technologies Corp. (Item 5), in an amount not to exceed $51,525.00, and to Independent Mechanical Industries, Inc. (Item 8) in an amount not to exceed $39,500.00.
No bid deposit was required for this contract.
The Maintenance and Operations Department will review and revise the contract documents prior to re-advertising and allow more time for bidders to submit a bid.
Funds available in Accounts 101-67000, 68000, 69000-623270, 623090.
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 May 4, 2023
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