TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 12-988-13, Services to Maintain Crossing Signal Systems at the HASMA and Ridgeland Railroad Crossings, to Railroad Signal International, LLC, in an amount not to exceed $58,500.00, Account 101-69000-612670, Requisition 1325955
Body
Dear Sir:
On September 1, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-988-11 Services to Maintain Crossing Signal Systems at the HASMA and Ridgeland Railroad Crossings.
In response to a public advertisement of September 21, 2011, a bid opening was held on October 11, 2011. The sole bid was rejected as reported at the November 3, 2011 Board meeting.
In response to a public re-advertisement of November 9, 2011, a bid opening was held on November 29, 2011. The sole bid was rejected as reported at the January 5, 2012 Board meeting.
In response to a public re-advertisement of February 22, 2012, a bid opening was held on March 13, 2012. The bid tabulation for this contract is:
RAILROAD SIGNAL INTERNATIONAL, LLC $58,500.00
DIVANE BROS. ELECTRIC COMPANY $71,799.00
Two hundred thirty-five (235) companies were notified of this contract being advertised and six (6) companies requested specifications.
Railroad Signal International, LLC, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $60,000.00, placing the total bid of $58,500.00, approximately 2.5 percent below the estimate.
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 Multi-Project Labor Agreement (MPLA) was not included in this contract because of the specialized nature of the work.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 12-988-13, to Railroad Signal International, LLC, in an amount not to exceed $58,500.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2012 expenditure in the amount of $13,500.00 are available in Account 101-69000-612670. The estimated expenditure for 2013 is $22,000.00, and for 2014 is $23,000.00. Funds for 2013 and 2014 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 April 5, 2012