TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2009
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order for Contract 10-423-11 Provide Bus Transportation Services for a Twelve (12) Month Period, Group A, to Walls Transportation, Inc., in an amount not to exceed $10,000.00, and Group B, to Olson Transportation, Inc., in an amount not to exceed $10,000.00, Account 101-15000-612330, Requisition 1279921
Body
Dear Sir:
On August 6, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-423-11 Provide Bus Transportation Services for a Twelve (12) Month Period.
In response to a public bid advertisement of August 12, 2009, a bid opening was held on September 15, 2009. The bid tabulation for this contract is:
GROUP A - SCHOOL BUS
E J BROWNLEE TRANSPORTATION, INC. $2,500.00
WALLS TRANSPORTATION, INC. $3,847.00
OLSON TRANSPORTATION, INC *$4,620.00
CHICAGO GRAY LINE LTD. $7,150.00
GROUP B - COACH BUS
E J BROWNLEE TRANSPORTATION, INC. $7,980.00
OLSON TRANSPORTATION, INC $7,994.00
CHICAGO GRAY LINE LTD. *$9,089.60
WALLS TRANSPORTATION, INC. $9,790.00
*Corrected Total
Seventeen (17) companies were notified of this contract being advertised and six (6) companies requested specifications.
The quantities specified in Groups A and B of the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $10,000.00 for Group A, and not to exceed $10,000.00 for Group B.
The bid submitted by E J Brownlee Transportation, Inc., for Groups A and B of this contract, did not contain original signatures on the proposal page P-10 and the Affidavit Page AF-1 as required. The bid contained a photocopy of said signatures on P-10 and AF-1. Therefore, the bid was considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has informed E J Brownlee Transportation, Inc., of this action.
Walls Transportation, Inc, the lowest responsible bidder for Group A, and Olson Transportation, Inc., the lowest responsible bidder for Group B, are proposing to perform the contract in accordance with the specifications.
The Multi-Project Labor Agreement (MPLA) was not included in the contract because this classification of work does not fall within the provisions of the MPLA.
The revised Appendix D was not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
The estimated cost for Group A of this contract was $10,000.00, placing the bid of $3,847.00, approximately 61.5 percent below estimate. The estimated cost for Group B of this contract was $10,000.00, placing the bid of $7,994.00, approximately 20.1 percent below estimate.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order for Contract 10-423-11, Group A, to Walls Transportation, Inc., in an amount not to exceed $10,000.00, and Group B, to Olson Transportation, Inc., in an amount not to exceed $10,000.00.
No bid deposit was required for this contract.
Funds are available in Account 101-15000-612330, and contingent upon an appropriation in the 2010 budget and will not be in effect until January 1, 2010.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:klv
Respectfully Submitted, Barbara J. McGowan, 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 October 15, 2009