TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 16, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-006-11 Furnish and Deliver Janitorial Supplies to Various Locations for a One (1) Year Period, Group A to Cicero Manufacturing & Supply Company, Inc., in an amount not to exceed $50,845.43, Group B to Synergy Systems, LLC in an amount not to exceed $21,321.31, and Group C to Superior Industrial Supply Company, Inc., in an amount not to exceed $22,579.20, Accounts 101-20000-623110, 623170, 623660
Body
On February 18, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-006-11 furnish and deliver janitorial supplies to various locations for a one (1) year period, beginning approximately June 1, 2016 and ending May 31, 2017.
In response to a public advertisement of April 6, 2016, a bid opening was held on April 26, 2016. The bid tabulation for this contract is:
GROUP A: BRUSHES, MOPS, PAILS, ETC.
CICERO MANUFACTURING & sUPPLY cOMPANY, iNC. $50,845.43
aTLAS & ASSOCIATES, INC. *$113,187.10
*corrected total
GROUP b: CLEANERS & DETERGENTS
AZTEC SUPPLY CORPORATION $14,135.95
SYNERGY SYSTEMS, LLC *$21,321.31
GERALEX, INC. *$21,362.12
aTLAS & ASSOCIATES, INC. *$32,422.90
*corrected total
GROUP C: HAND SOAPS & DISPENSERS
SUPERIOR INDUSTRIAL SUPPLY COMPANY, INC. *$22,579.20
aTLAS & ASSOCIATES, INC. *$58,006.00
AZTEC SUPPLY CORPORATION $136,305.00
*corrected total
Six hundred eighteen (618) companies were notified of the contract being advertised and forty-six (46) companies requested specifications.
Cicero Manufacturing & Supply Company, Inc., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $95,000.00, placing their bid of $50,845.43 approximately 46.5 percent below the estimate. A review of the Group A estimate determined that the $95,000.00 estimate was overstated and in error. The Group A estimate should have been stated as approximately $54,000.00, based on last year’s pricing and one year’s anticipated usage. Therefore, the corrected estimated cost of $54,000.00 places their bid of $50,845.43 approximately 5.8 percent below the revised estimate.
Aztec Supply Corporation, the lowest bidder for Group B, is proposing substitutions. Per MWRD Board of Standards Specification 15-03-16-01, the materials in this group may not be substituted and must be PortionPac, green seal certified concentrates, in ready to dispense individual packets that fit into the PortionPac system used throughout the District. Therefore, Aztec Supply Corporation’s bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Aztec Supply Corporation of this action.
Synergy Systems, LLC, the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $23,000.00, placing their bid of $21,321.31 approximately 7.3 percent below the estimate.
Superior Industrial Supply Company, Inc., the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $26,000.00, placing their bid of $22,579.20 approximately 13.2 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, 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 award Contract 16-006-11, Group A to Cicero Manufacturing & Supply Company, Inc., in an amount not to exceed $50,845.43, Group B to Synergy Systems, LLC in an amount not to exceed $21,321.31, and Group C to Superior Industrial Supply Company, Inc., in an amount not to exceed $22,579.20.
Purchase orders will be issued when material is required. Payment will be based on the unit cost as indicated in the contract documents.
Funds are available in Accounts 101-20000-623110, 623170, 623660.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:CDD:np
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 June 16, 2016
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