TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 20, 2024
Committee on procurement
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 24-017-11, Furnish and Deliver Electrical Supplies, Wire, and Cable to Various Locations for a One (1) Year Period, Groups A, B, C, D, F, G and H to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $339,302.41, and Group E to J.P. Simons & Co., in an amount not to exceed $14,753.48. Accounts 101-20000-623070, 623170, 623190, 623250, 623680, 623850 (Deferred from the June 6, 2024 Board Meeting)
Body
Dear Sir:
On March 7, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 24-017-11, Furnish and Deliver Electrical Supplies, Wire, and Cable to Various Locations for a One (1) Year Period, beginning approximately July 1, 2024 and ending June 30, 2025.
In response to a public advertisement of March 20, 2024, a bid opening was held on April 16, 2024. The bid tabulation for this contract is:
GROUP A: OUTLET BOXES AND CONDUIT
HELSEL-JEPPERSON ELECTRICAL, INC. $78,316.60
J.P. SIMONS & CO. $90,947.82
PRODUCTION DISTRIBUTION COMPANIES, INC. $140,613.90
GROUP B: WIRE
HELSEL-JEPPERSON ELECTRICAL, INC. $45,335.00
PRODUCTION DISTRIBUTION COMPANIES, INC. $46,882.50
J.P. SIMONS & CO. $51,775.00
GROUP C: WIRE LUGS AND CONNECTORS
HELSEL-JEPPERSON ELECTRICAL, INC. $44,288.06
J.P. SIMONS & CO. $45,561.59
GROUP D: HEATERS, SWITCHES AND FUSES
PRODUCTION DISTRIBUTION COMPANIES, INC. $9,266.24
HELSEL-JEPPERSON ELECTRICAL, INC. $51,592.95
J.P. SIMONS & CO. $52,415.67
GROUP E: BALLASTS AND FIXTURES
J.P. SIMONS & CO. $14,753.48
HELSEL-JEPPERSON ELECTRICAL, INC. $16,811.40
PRODUCTION DISTRIBUTION COMPANIES, INC. $20,138.61
GROUP F: ELECTRICAL CABLE
HELSEL-JEPPERSON ELECTRICAL, INC. $21,700.00
J.P. SIMONS & CO. $23,718.60
PRODUCTION DISTRIBUTION COMPANIES, INC. $36,974.90
GROUP G: TRANSFORMERS, MOTORS AND MARKERS
HELSEL-JEPPERSON ELECTRICAL, INC. $29,199.90
J.P. SIMONS & CO. $31,454.30
GROUP H: BOXES AND BREAKERS
HELSEL-JEPPERSON ELECTRICAL, INC. $68,869.90
J.P. SIMONS & CO. $70,367.41
Production Distribution Companies, Inc., the lowest bidder for Group D, did not quote all the items in Group, as is required per the terms and conditions of the contract. Therefore, the bid is considered non-responsive and rejected for failing to bid all items in the Group and in the public’s best interest, The Director of Procurement and Materials Management has notified Production Distribution Companies, Inc. of this action.
Helsel-Jepperson Electrical, Inc., the lowest responsible bidder for Groups A, B, C, D, F, G and H, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A, B, C, D, F, G and H for this contract is $381,000.00, placing the total bid of $339,302.41, approximately 10.9 percent below the estimate.
J.P. Simons & Co., the lowest responsible bidder for Group E, is proposing to perform the contract in accordance with the specifications. The estimated cost of Group E is $17,000.00, placing the bid of $14,753.48 approximately 13.2 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it does not fall under the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V, will not be included in this contract because the estimate, per each individually awarded group of the contract, 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 24-017-11, Groups A, B, C, D, F, G and H, to Helsel-Jepperson Electrical, Inc. in an amount not to exceed $339,302.41, and Group E to J.P. Simons & Co. in an amount not to exceed $14,753.48.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. No bid deposit is required for this contract.
Funds are available in Accounts 101-20000-623070, 623170, 623190, 623250, 623680, 623850.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:ds
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 June 20, 2024
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