TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 20, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order for Contract 10-602-11, Furnishing and Delivering Chain, Sprockets and Appurtenances to Various Service Areas, to Fairfield Service Company of Indiana, LLC, for Groups A, C, and E., in an amount not to exceed $657,338.46, and to Allied-Locke Industries, Inc., Groups B and D, in an amount not to exceed $145,724.00, Accounts 101-67000, 68000, 69000-623270, Requisitions 1286894, 1286897, 1286899, 1287623, and 1288643
Body
Dear Sir:
On December 17, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-602-11 Furnishing and Delivering Chain, Sprockets and Appurtenances to Various Service Areas.
In response to a public advertisement of March 24, 2010, a bid opening was held on April 13, 2010. The bid tabulation for this contract is:
GROUP A: STICKNEY WRP
FAIRFIELD SERVICE COMPANY OF INDIANA, LLC $561,092.46
APPLIED INDUSTRIAL TECHNOLOGIES, INC. *$637,625.62
ALLIED-LOCKE INDUSTRIES, INC. $657,642.08
CHICAGO CHAIN & TRANSMISSION COMPANY, INC. *$751,017.00
KAMAN INDUSTRIAL TECHNOLOGIES $790,401.40
JEFFREY CHAIN L.P. $995,999.01
GROUP B: STICKNEY WRP
ALLIED-LOCKE INDUSTRIES, INC. $27,216.00
FAIRFIELD SERVICE COMPANY OF INDIANA, LLC $28,350.00
CHICAGO CHAIN & TRANSMISSION COMPANY, INC. $44,388.00
KAMAN INDUSTRIAL TECHNOLOGIES $45,910.80
APPLIED INDUSTRIAL TECHNOLOGIES, INC. $46,980.00
JEFFREY CHAIN L.P. $61,265.45
GROUP C: STICKNEY WRP
FAIRFIELD SERVICE COMPANY OF INDIANA, LLC $24,320.00
ALLIED-LOCKE INDUSTRIES, INC. $34,436.44
APPLIED INDUSTRIAL TECHNOLOGIES, INC. $36,856.00
JEFFREY CHAIN L.P. $37,023.43
CHICAGO CHAIN & TRANSMISSION COMPANY, INC. $39,556.00
KAMAN INDUSTRIAL TECHNOLOGIES $42,284.12
MOTION INDUSTRIES, INC. $68,699.84
GROUP D: CALUMET WRP
ALLIED-LOCKE INDUSTRIES, INC. $118,508.00
APPLIED INDUSTRIAL TECHNOLOGIES, INC. *$130,381.00
FAIRFIELD SERVICE COMPANY OF INDIANA, LLC $136,591.00
CHICAGO CHAIN & TRANSMISSION COMPANY, INC. $161,832.60
GROUP E: NORTH SIDE WRP
FAIRFIELD SERVICE COMPANY OF INDIANA, LLC $71,926.00
ALLIED-LOCKE INDUSTRIES, INC. $89,696.25
CHICAGO CHAIN & TRANSMISSION COMPANY, INC. $93,534.00
APPLIED INDUSTRIAL TECHNOLOGIES, INC. $124,062.00
JEFFREY CHAIN L.P. $139,343.36
Five hundred ninety-three (593) companies were notified of this contract being advertised and twenty-six (26) companies requested specifications.
Fairfield Service Company of Indiana, LLC, the lowest responsible bidder for Groups A, C, and E, and Allied-Locke Industries, Inc., the lowest responsible bidder for Groups B and D, are proposing to perform the contract in accordance with the specifications.
The estimated cost for Groups A, C, and E of this contract was $864,900.00, placing the total bid of $657,338.46, approximately 24 percent below the estimate. The estimate cost for Groups B and D of this contract was $173,500.00, placing the total bid of $145,724.00, approximately 16 percent below the estimate.
The Multi-Project Labor Agreement was not included in this contract because it is primarily a furnish and deliver contract.
The revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
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 10-602-11, to Fairfield Service Company of Indiana, LLC, for Groups A, C and E, in an amount not exceed $657,338.46, and to Allied-Locke Industries, Inc., for Groups B and D, in an amount not to exceed $145,724.00. The bid deposits in the amount of $38,350.00 for Group A, $3,150.00, for Group B, $2,100.00 for Group C, $5,500.00, for Group D, and $2,800.00 for Group E, will be retained in lieu of performance bonds, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2010 expenditure, in the amount of $373,582.60, are available in Accounts 101-67000, 68000, 69000-623270. The estimated expenditure for 2011 is $429,479.86. Funds for the 2011 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 Material 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 May 20, 2010