TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 24-618-12 (Re-Bid), Furnish and Deliver HVAC and Refrigeration Parts and Services to Various Locations, Groups A, B, and C, to Autumn Construction Services, Inc. (Autumn), in an amount not to exceed $984,155.00, Accounts 101-67000/68000/69000-612680/623270, Requisitions 1605437, 1605438, and 1605439
Body
Dear Sir:
On October 19, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 24-618-11, Furnish and Deliver HVAC and Refrigeration Parts and Services to Various Locations.
In response to a public advertisement of March 13, 2024, a bid opening was held on April 9, 2024. At the May 16, 2024, Board Meeting, all bids were rejected as reported.
In response to a public re-advertisement of May 22, 2024, a bid opening was held on June 18, 2024. The bid tabulation for this contract is:
GROUP A: NORTH SERVICE AREA
AUTUMN CONSTRUCTION SERVICES, INC. $195,000.00
JOHNSON CONTROLS, INC. $197,872.16
ENVIRONMENT MECHANICAL SERVICES INC $208,512.00
CORE MECHANICAL, INC. *$208,840.00
WLFSTR INC $543,478.80
GROUP B: STICKNEY SERVICE AREA
AUTUMN CONSTRUCTION SERVICES, INC. $342,380.00
JOHNSON CONTROLS, INC. $343,208.00
CORE MECHANICAL, INC. *$353,216.00
ENVIRONMENT MECHANICAL SERVICES INC $358,960.00
WLFSTR INC $721,339.20
GROUP C: CALUMET SERVICE AREA
AUTUMN CONSTRUCTION SERVICES, INC. $386,800.00
JOHNSON CONTROLS, INC. $387,680.00
CORE MECHANICAL, INC. *$399,632.00
ENVIRONMENT MECHANICAL SERVICES INC $406,000.00
WLFSTR INC $806,961.92
*corrected total
The quantities specified in 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 $215,463.00 for Group A, $361,847.00 for Group B, and $406,845.00 for Group C, for a combined total amount of $984,155.00.
Autumn Construction Services, Inc. (Autumn), the lowest responsible bidder for Groups A, B, and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A, B, and C was $984,155.00, placing the bid of $924,180.00, approximately 6 percent below the estimate.
The Affirmative Action Ordinance Revised Appendix D goals for this contract are 20 percent Minority Business Enterprise (MBE) and/or Women Business Enterprise (WBE).
Autumn is in compliance with the Affirmative Action Ordinance Revised Appendix D for Groups A, B, and C as indicated on the attached report. The Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) utilization goals for this contract are 0 percent MBE and 100 percent WBE.
Autumn has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following trades will be utilized on this contract: pipe fitters, electricians, and truck drivers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 24-618-12, Groups A, B, and C, to Autumn Construction Services, Inc, in an amount not to exceed $984,155.00, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contractor shall commence work upon approval of the contractor’s bond and terminate thirty-six (36) months thereafter, or upon expenditure of available funds, whichever occurs sooner.
The contract will employ approximately 15 people for the services.
Funds for the 2024 expenditures for Group A, in the amount of $44,253.00, are available in Accounts 101-67000-612680/623270. The estimated expenditures for 2025 are $57,070.00, for 2026 are $57,070.00, and for 2027 are $57,070.00. Funds for the 2025, 2026, and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2024 expenditures for Group B, in the amount of $75,247.00, are available in Accounts 101-69000-612680/623270. The estimated expenditures for 2025 are $94,700.00, for 2026 are $94,700.00, and for 2027 are $97,200.00. Funds for the 2025, 2026, and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2024 expenditures for Group C, in the amount of $92,145.00, are available in Accounts 101-68000-612680/623270. The estimated expenditures for 2025 are $104,900.00, for 2026 are $104,900.00, and for 2027 are $104,900.00. Funds for the 2025, 2026, and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
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 8, 2024
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