TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 9, 2009
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue a purchase order for Contract 09-676-11 Pest and Rodent Control in the North Service Area, Groups A, B, C, and D, to Aegis Laboratories, d/b/a A.N.D. Exterminators, LLC, in an amount not to exceed $41,400.00, Account 101-67000-612420, Requisitions 1272649, 1272648, 1272644, and 1272647
Body
Dear Sir:
On April 16, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 09-676-11 Pest and Rodent Control in the North Service Area.
In response to a public advertisement of May 6, 2009, a bid opening was held on June 2, 2009. The bid tabulation for this contract is:
GROUP A - HANOVER PARK WRP
AEGIS LABORATORIES, D/B/A A.N.D. $19,671.60
EXTERMINATORS, LLC
SHEPP PEST & ODOR CONTROL $20,400.00
SMITHEREEN PEST MANAGEMENT $29,910.00
GROUP B - NORTH SIDER WRP
SMITHEREEN PEST MANAGEMENT $6,120.00
AEGIS LABORATORIES, D/B/A A.N.D. $8,322.48
EXTERMINATORS, LLC
GROUP C - EGAN WRP
SMITHEREEN PEST MANAGEMENT $7,350.00
AEGIS LABORATORIES, D/B/A A.N.D. $7,392.35
EXTERMINATORS, LLC
GROUP D - KIRIE WRP
AEGIS LABORATORIES, D/B/A A.N.D. $3,782.97
EXTERMINATORS, LLC
SMITHEREEN PEST MANAGEMENT $3,885.00
Fifty-three (53) companies were notified of this contract being advertised and nine (9) companies requested specifications.
The bids submitted by Smithereen Pest Management contained an Affidavit Page that was not properly signed by the Notary and is considered non-responsive and was rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Smithereen Pest Management of this action.
The quantities specified in Groups A, B, C, and D of 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 $21,000.00 for Group A, $9,000.00 for Group B, $7,500.00 for Group C, and $3,900.00 for Group D.
Aegis Laboratories, d/b/a A.N.D. Exterminators, LLC, the lowest responsible bidder for Groups A, B, C, and D of this contract, is proposing to perform the contract all in accordance with the specifications.
The estimated cost for this contract was $41,400.00, placing the total bid of $39,169.40, approximately 5.4 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because the classification of work does not fall within the provisions of the MPLA.
The 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.
The bid deposits in the amount of $415.00 will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
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 09-676-11, Groups A, B, C, and D to Aegis Laboratories, d/b/a A.N.D. Exterminators, LLC, in an amount not to exceed $41,400.00.
Funds for the 2009 expenditures in the amount of $3,500.00 for Group A, $1,500.00 for Group B, $1,250.00 for Group C, and $650.00 for Group D, are available in Account 101-67000-612420. The estimated expenditures for 2010 is $13,800.00, 2011 is $13,800.00, and 2012 is $6,900.00. Funds for the 2010, 2011, and 2012 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
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 July 9, 2009