TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2009
Committee on procurement
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 09-036-11, Furnish and Deliver Salt and Calcium Chloride to Various Locations for a One (1) Year Period, to Atlas & Associates, Inc., in an amount not to exceed $59,472.00, Account 101-20000-623130
Body
Dear Sir:
On August 6, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 09-036-11 Furnish and Deliver Salt and Calcium Chloride to Various Locations for a One (1) Year Period, beginning approximately November 1, 2009 and ending October 31, 2010.
In response to a public advertisement of August 26, 2009, a bid opening was held on September 15, 2009. The bid tabulation for this contract is:
CHICAGO UNITED INDUsTRIES, LTD. $46,728.08
ATLAS & ASSOCIATES, Inc. $59,472.00
S-FOUR ENTERPRISES, D/B/A COMPLETE SALT $65,598.00
SERVICES
Sixty-four (64) companies were notified of this contract being advertised and nine (9) companies requested specifications.
The low bid submitted by Chicago United Industries, Ltd., revealed they qualified their bid by requiring a “6 pallet minimum per location” in their proposal which is not in accordance with the bidding requirements as stated on page G-1, paragraph 3, of the contract documents. Therefore, the bid was considered non-responsive and was rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Chicago United Industries, Ltd., of this action.
Atlas & Associates, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $70,000.00, placing the total bid of $59,472.00, approximately 15 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.
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 09-036-11, to Atlas & Associates, Inc. in an amount not to exceed $59,472.00.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. Funds are available in Account 101-20000-623130.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:JN:tc
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 October 15, 2009