TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 2, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 25-404-21, Furnish, Deliver, and Install One Chiller at the Main Office Building, to Autumn Construction Services, Inc., in an amount not to exceed $602,000.00, Account 201-50000-645680, Requisition 1638641
Body
Dear Sir:
On May 15, 2025, and as revised on July 17, 2025, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 25-404-21, Furnish, Deliver, and Install One Chiller at the Main Office Building.
In response to a public advertisement of August 6, 2025, a bid opening was held on August 26, 2025. The bid tabulation for this contract is:
AUTUMN CONSTRUCTION SERVICES, INC. $602,000.00
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: too busy to provide a bid, project was out of scope for us, we are a chiller manufacturer and do not install equipment. 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.
Autumn Construction Services, Inc. (Autumn), the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $700,000.00, placing their bid of $602,000.00 approximately 14% below the engineer’s cost estimate.
Autumn has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following construction trades will be utilized on this contract: pipefitters. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contract will employ approximately three (3) people for these services.
The Affirmative Action Ordinance Revised Appendix D and Appendix V apply to this contract. The utilization goals for this contract are 3% Minority-owned Business Enterprises (MBE) and/or Women-owned Business Enterprises (WBE) and 3% for the Veteran’s-Owned Business Enterprises (VBE) policy goal.
Autumn is in compliance with the Affirmative Action Ordinance Revised Appendix D and Appendix V as indicated on the attached report. The utilization goals are 0% MBE and 77.57% WBE. The bidder offers 3.65% for the VBE policy goal.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 25-404-21, to Autumn Construction Services, Inc., in an amount not to exceed $602,000.00, 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.
The contractor shall commence work upon approval of the contractor’s bond and the contract will terminate on or about December 31, 2026, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2025 expenditure, in the amount of $301,000.00, are available in Account 201-50000-645680. The estimated expenditure for 2026 is $301,000.00 and is contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Shellie Riedle, Administrative Services Officer
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
Respectfully Submitted, Precious Brady-Davis, Chairperson, 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 2, 2025
Attachment