TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to award Contract 08-025-11 Furnish and Deliver Plumbing Pipe, Fittings and Valves to Various Locations for a One (1) Year Period, Groups A & C to Columbia Pipe & Supply Company, in an amount not to exceed $239,622.15, Group B to Marco Supply Company D/B/A Johnson Pipe & Supply, Inc., in an amount not to exceed $132,873.92, Account 101-20000-623030
Body
Dear Sir:
On June 19, 2008, the Board of Commissioners authorized the Purchasing Agent to advertise for bids, Contract 08-025-11 Furnish and Deliver Plumbing Pipe, Fittings and Valves to Various Locations for a One (1) Year Period, beginning approximately September 1, 2008 and ending August 31, 2009.
In response to a public advertisement of July 2, 2008, a bid opening was held on July 22, 2008. The bid tabulation for this contract is:
GROUP A: PIPE
COLUMBIA PIPE & SUPPLY COMPANY *$118,899.67
MARCO SUPPLY COMPANY D/B/A JOHNSON PIPE &
SUPPLY $122,669.32
GROUP B: PIPE FITTINGS
MARCO SUPPLY COMPANY D/B/A JOHNSON PIPE &
SUPPLY $132,873.92
COLUMBIA PIPE & SUPPLY COMPANY *$151,550.41
GROUP C: VALVES
COLUMBIA PIPE & SUPPLY COMPANY $120,722.48
MARCO SUPPLY COMPANY D/B/A JOHNSON PIPE &
SUPPLY $122,432.35
PVF SUPPLY COMPANY, INC. *$133,248.58
*Corrected Total
Six hundred sixty-one (661) companies were notified of this contract being advertised and seventeen (17) companies requested specifications.
Columbia Pipe & Supply Company, the lowest responsible bidder for Groups A & C, is proposing to perform this contract, in accordance with the specifications. The estimated cost for Groups A & C for this contract was $182,000.00, placing the bid of $239,622.15 approximately 31.7 percent above the estimate. The increase was due to higher energy costs and capacity shortages.
Marco Supply Company D/B/A Johnson Pipe & Supply, Inc., 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 $125,000.00, placing the bid of $132,873.92 approximately 6.3 percent above the estimate.
In view of the foregoing, it is recommended that the Purchasing Agent be authorized to award contract 08-025-11, to Columbia Pipe & Supply Company, for Groups A & C in an amount not to exceed $239,622.15 and to Marco Supply Company D/B/A Johnson Pipe and Supply Inc., for Group B, in an amount not to exceed $132,873.92. 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 deposit amounts of $3,500.00 for Group A, $6,250.00 for Group B and $5,600.00 for Group C 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 101-20000-623030.
Recommended, Darlene A. LoCascio, Purchasing Agent, DAL:SEB:JN:sk
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