TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 6, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 12-609-11, Furnishing and Delivering Utility Vehicles to Various Service Areas, Group A to Atlas Bobcat, Inc., in an amount not to exceed $15,981.00, Groups B and C to Shorewood Home & Auto, Inc., in amount not to exceed $103,220.08, and Group D to SHG of Illinois, D/B/A BBK Motorsport, in an amount not to exceed $12,954.61 Account 101-67000, 68000, 69000-634860, Requisitions 1346527, 1346538, 1346543 and 1347874
Body
Dear Sir:
On September 6, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-609-11 Furnishing and Delivering Utility Vehicles to Various Service Areas,
In response to a public advertisement of October 17, 2012, a bid opening was held on October 30, 2012. The bid tabulation for this contract is:
GROUP A: NORTH SIDE WRP
ARENDS HOGAN WALKER, LLC $13,950.00
R. F. HOUTZ & SON, INC. $14,997.00
ATLAS BOBCAT, INC. $15,981.00
GROUP B: CALUMET WRP
SHOREWOOD HOME & AUTO, INC. $49,360.92
DAL KAWA CYCLE CENTER, INC. $50,992.96
ARENDS HOGAN WALKER, LLC $51,640.00
ATLAS BOBCAT, INC. *$60,412.00
R. F. HOUTZ & SON, INC. $67,548.00
GROUP C: STICKNEY WRP
DAL KAWA CYCLE CENTER, INC. $50,992.96
SHOREWOOD HOME & AUTO, INC. $53,859.16
ARENDS HOGAN WALKER, LLC $54,504.00
ATLAS BOBCAT, INC. *$61,448.00
R. F. HOUTZ & SON, INC. $67,548.00
GROUP D: EGAN WRP
DAL KAWA CYCLE CENTER, INC. $12,448.24
SHG OF ILLINOIS D/B/A BBK MOTORSPORT $12,954.61
ATLAS BOBCAT, INC. $15,488.00
*corrected total
Six hundred twenty (620) companies were notified of this contract being advertised and forty-six (46) companies requested specifications.
The first and second low bids for Group A submitted from Arends Hogan Walker, LLC and R.F. Houtz & Son, Inc., do not meet the specifications of the contract. Vehicles proposed by these two bidders are supplied with rear-hinged cab doors, which historically, have opened prematurely causing damage to the vehicle. Therefore their bids are being rejected in the publics' best interest. The Director of Procurement and Materials Management has notified Arends Hogan Walker, LLC and R.F. Houtz & Son, Inc., of this action. The lowest responsible bid for Group A, submitted by Atlas Bobcat, Inc., complies with all of the terms and specifications of the contract. The estimated cost for Group A of this contract was $15,000.00, placing the total bid of $15,981.00 approximately 6.5 percent above the estimate.
The lowest responsible bid for Group B, submitted by Shorewood Home & Auto, Inc., complies with all of the terms and specifications of the contract. The estimated cost for Group B of this contract was $50,000.00, placing the total bid of $49,360.92 approximately 1.3 percent below the estimate.
The low bid submitted for Groups C and D by Dal Kawa Cycle Center Inc., revealed that the AF-1 page and Signature page of the contract documents were photocopies of the signatures and not original signatures as required. The Director of Procurement and Materials Management has notified this firm that their bid is considered non-responsive and rejected. The lowest responsible bid for Group C, submitted by Shorewood Home & Auto, Inc., complies with all of the terms and specifications of the contract. The estimated cost for Group C of this contract was $51,956.00, placing the total bid of $53,859.16 approximately 3.7 percent above the estimate.
The lowest responsible bid for Group D, submitted by SHG of Illinois, d/b/a BBK Motorsport complies with all the terms and specifications of the contract. The estimated cost for Group D of this contract was $16,000.00, placing the total bid of $12,954.61 approximately 19 percent below the estimate.
The Multi-Project Labor Agreement was not included in this contract because it is primarily a furnish and deliver contract.
The 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 issue purchase orders for Contract 12-609-11, Furnishing and Delivering Utility Vehicles to Various Service Areas, Group A to Atlas Bobcat, Inc., in an amount not to exceed $15,981.00, Groups B and C to Shorewood Home & Auto, Inc., in amount not to exceed $103,220.08, and Group D to SHG of Illinois, D/B/A BBK Motorsport, in an amount not to exceed $12,954.61 The bid deposits in the amount of $700.00 for Group A, $2,500.00, for Group B, $2,600.00 for Group C, and $800.00, for Group D, will be retained in lieu of performance bonds, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds in the amount $132,155.69 are available in Account 101-67000, 68000, 69000-634860.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:bb
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 December 6, 2012