TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 16, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 23-028-11, Furnish and Deliver Miscellaneous Paper Filters, Crucibles, and Petri Dishes to Various Locations for a One (1) Year Period, Group A to Pacific Star Corporation, in an amount not to exceed $145,825,73 and Groups B and C to MG Scientific, Inc., in an amount not to exceed $77,716.94, Account 101-20000-623570
Body
Dear Sir:
On February 2, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 23-028-11, furnish and deliver paper filters, crucibles, and petri dishes to various locations for a one (1) year period, beginning approximately April 1, 2023 and ending March 31, 2024.
In response to a public advertisement of February 8, 2023, a bid opening was held on February 21, 2023. The bid tabulation for this contract is:
GROUP A: PAPER FILTERS
PACIFIC STAR CORPORATION $145,825.73
MG SCIENTIFIC, INC. $159,129.07
GROUP B: CRUCIBLES
MG SCIENTIFIC, INC. $21,566.44
PACIFIC STAR CORPORATION $22,722.03
GROUP C: PETRI DISHES
PACIFIC STAR CORPORATION $55,433.30
MG SCIENTIFIC, INC. $56,150.50
Pacific Star Corporation, the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $155,000.00, placing the total bid of $145,825.73 approximately 5.92 percent below the estimate.
For Group C, Pacific Star Corporation’s proposed a product substitution for one of the items in the Group C was not compatible with the specification. The item in question was a sterilization unit, and a key component of the item’s specification required a filter pore size of 0.45UM. Pacific Star Corporation’s proposed product substitution offered a filter pore size of only 0.20UM. Thus, the proposed product substitution did not meet the required specification. Therefore, the bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Pacific Star Corporation of this action.
MG Scientific, Inc., the lowest responsible bidder for Groups B and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups B and C of this contract was $90,000.00 placing the total bid of $77,716.94 approximately 13.65 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 and Appendix V are not applicable for Groups B and Group C because these Groups have an estimate that is less than the minimum threshold of $100,000.00 established by Section 4 of the Affirmative Action Ordinance. For Group A, there are no MBE/WBE/SBE/VBE that are direct distributors to the specified manufacturers that are specified in the contract documents.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 23-028-11, Group A to Pacific Star Corporation, in an amount not to exceed $145,825.73 and Groups B and C to MG Scientific, Inc., in an amount not to exceed $77,716.94.
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 was required for this contract.
Funds are available in Account 101-20000-623570.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:dt
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 March 16, 2023
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