TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 16, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 11-041-11, Furnish and Deliver Data Storage Cartridges to Various Locations, for a One (1) Year Period, to Midwest Computer Products, Inc. in an amount not to exceed $107,050.00, Account 101-20000-623810
Body
Dear Sir:
On October 21, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 11-041-11 Furnish and Deliver Data Storage Cartridges to Various Locations for a One (1) Year Period, beginning approximately January 1, 2011 and ending December 31, 2011.
In response to a public advertisement of November 3, 2010, a bid opening was held on November 16, 2010. The bid tabulation for this contract is:
DISCOUNT MEDIA PRODUCTS LLC. $104,500.00
MIDWEST COMPUTER PRODUCTS. INC. $107,050.00
Five hundred four (504) companies were notified of the contract being advertised and thirteen (13) companies requested specifications.
The bid received from Discount Media Products, LLC, the lowest bidder of this contract, failed to bid on all items in the contract as required. Therefore, their bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Discount Media Products, LLC, of this action.
Midwest Computer Products, Inc., the lowest responsible bidder is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $116,000.00, placing the total bid of $107,050.00 approximately 7.7 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 11-041-11, to Midwest Computer Products, Inc., in an amount not to exceed $107,050.00.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. The bid deposit in the amount of $5,800.00 will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management. Funds are being requested for 2011 in Account 101-20000-623810, and are contingent on the Board of Commissioners’ approval of the Districts budget for that year.
Recommended, Darlene A. LoCascio, Director of Procurement and Material Management, DAL:SEB:MB:jt
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 16, 2010