TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 17, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 24-029-11, Furnish and Deliver Safety Apparel and Equipment and Welding Apparel to Various Locations for a One-Year Period, Group A to Production Distribution Companies, Inc., in an amount not to exceed $52,658.04, Groups B and E to Cicero Mfg. & Supply Co. Inc., in an amount not to exceed $15,151.68, Group C to Saf-T-Gard International, Inc., in an amount not to exceed $6,688.10 and Group D to Root Brothers Mfg. & Supply Co., in an amount not to exceed $23,585.60. Accounts 101-20000-623570, 623680, 623700, 623780.
Body
Dear Sir:
On August 8, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 24-029-11, Furnish and Deliver Safety Apparel and Equipment and Welding Apparel to Various Locations for a One-Year Period, beginning approximately November 1, 2024 and ending October 31, 2025.
In response to a public advertisement of August 21, 2024, a bid opening was held on September 10, 2024. The bid tabulation for this contract is:
GROUP A - SAFETY SUPPLIES
PRODUCTION DISTRIBUTION COMPANIES, INC. $ 52,658.04
CICERO MFG. & SUPPLY CO., INC. $ 57,572.62
ROOT BROTHERS MFG & SUPPLY CO. $ 62,835.77
MEYER WHOLESALE GROUP INC, D/B/A RENAISSANCE
CONSTRUCTION FASTENERS $ 70,822.46
SABRE SUPPLY INC. $ 102,878.11
GROUP B - SLINGS
CICERO MFG. & SUPPLY CO., INC. $ 4,708.32
ROOT BROTHERS MFG & SUPPLY CO. $ 6,155.66
SABRE SUPPLY INC. $ 9,240.11
PRODUCTION DISTRIBUTION COMPANIES, INC. $ 11,844.82
GROUP C - WELDING APPAREL
SAF-T-GARD INTERNATIONAL, INC. $ 6,688.10
ROOT BROTHERS MFG & SUPPLY CO. $ 7,667.14
CICERO MFG. & SUPPLY CO., INC. $ 8,070.76
SABRE SUPPLY INC. $ 10,226.00
PRODUCTION DISTRIBUTION COMPANIES, INC. $ 11,198.99
GROUP D - FALL PROTECTION
MEYER WHOLESALE GROUP INC, D/B/A RENAISSANCE
CONSTRUCTION FASTENERS $ 16,412.00
ROOT BROTHERS MFG & SUPPLY CO. $ 23,585.60
SAF-T-GARD INTERNATIONAL, INC. $ 24,850.00
CICERO MFG. & SUPPLY CO., INC. $ 25,532.66
SABRE SUPPLY INC. $ 29,826.00
PRODUCTION DISTRIBUTION COMPANIES, INC. $ 29,922.64
GROUP E - RESPIRATOR DEVICES
CICERO MFG. & SUPPLY CO., INC. $ 10,443.36
ROOT BROTHERS MFG & SUPPLY CO. $ 13,701.09
SAF-T-GARD INTERNATIONAL, INC. $ 14,395.00
SABRE SUPPLY INC. $ 14,930.39
PRODUCTION DISTRIBUTION COMPANIES, INC. $ 148,985.90
Meyer Wholesale Group Inc, d/b/a Renaissance Construction Fasteners (Meyer), the apparent low bidder for Group D, proposed substitute items for two of the three products listed in the Group D. After reviewing the specifications of the proposed substitutes, it was determined that the substitute products were not acceptable. The reasons for rejecting the substitute items included: the webbing does not meet the District’s Vectron core specification, and the proposed substitute item does not come in a universal size, but rather is only available by individual sizes ranging from small - 2XL, which is not in accordance with the contract specifications. Therefore, the bid submitted by Meyer is rejected for not complying with the contract specifications and in the public’s best interest. The Director of Procurement and Materials Management has informed Meyer of this action.
Production Distribution Companies, Inc., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A for this contract is $66,000.00, placing the total bid of $52,658.04, approximately 20.2 percent below the estimate.
Cicero Mfg. & Supply Co., Inc., the lowest responsible bidder for Groups B and E, is proposing to perform the contract in accordance with the specifications. The estimated costs for Groups B and E for this contract are $18,000.00, placing the total bid of $15,151.68, approximately 15.8 percent below the estimate.
Saf-T-Gard International, Inc., the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract is $8,000.00, placing the total bid of $6,688.10, approximately 16.4 percent below the estimate.
Root Brothers Mfg. & Supply Co., the lowest responsible bidder for Group D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group D of this contract is $30,000.00, placing the total bid of $23,585.60, approximately 21.4 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 24-029-11, Group A to Production Distribution Companies, Inc., in an amount not to exceed $52,658.04, Groups B and E to Cicero Mfg. & Supply Co., Inc., in an amount not to exceed $15,151.68, Group C to Saf-T-Gard International, Inc., in an amount not to exceed $6,688.10 and Group D to Root Brothers Mfg. & Supply Co., in an amount not to exceed $23,585.60.
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 101-20000-623570, 623680, 623700, 623780.
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 October 17, 2024.
Attachment