TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 2, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 11-932-15 (Re-Bid), Repair Services for Energy Management Systems at Various Locations in the Stickney Service Area, to Divane Bros. Electric Company, in an amount not to exceed $45,000.00, Account 101-69000-612650, Requisition 1304047
Body
Dear Sir:
On October 7, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 11-932-11 Repair Services for Energy Management Systems at Various Locations in the Stickney Service Area.
In response to a public advertisement of December 15, 2010, a bid opening was held on January 11, 2011. All bids were rejected as reported at the April 21, 2011 Board meeting.
In response to a public re-advertisement of April 27, 2011, a bid opening was held on May 17, 2011. No acceptable bids were received for this contract.
In response to a public re-advertisement of June 22, 2011, a bid opening was held on July 12, 2011. No acceptable bids were received for this contract.
In response to a public re-advertisement of September 21, 2011, a bid opening was held on October 11, 2011. No acceptable bids were received for this contract.
In response to a public re-advertisement of November 30, 2011, a bid opening was held on December 20, 2011. The bid tabulation for this contract is:
DIVANE BROS. ELECTRIC COMPANY $55,000.00
Seven hundred twenty (720) companies were notified of this contract being advertised and twelve (12) companies requested specifications.
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 $45,000.00.
The Director of Procurement and Materials Management 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 not bidding: services were outside their area of business. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
Divane Bros. Electric Company, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications.
The estimated cost for this contract was $45,000.00, placing the bid of $55,000.00, approximately 22.2 percent above the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because of the specialized nature of the services.
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.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 11-932-15 (Re-Bid), to Divane Bros. Electric Company, in an amount not to exceed $45,000.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2012 expenditure in the amount of $15,000.00 are available in Account 101-69000-612650. The estimated expenditures for 2013 is $30,000.00. Funds for 2013 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
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 February 2, 2012