TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 7, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 20-753-11, Contract Farming at the Hanover Park Water Reclamation Plant, to J. Oros Environmental, Inc., in an amount not to exceed $440,000.00, Accounts 101-67000-612520, 612530, Requisition 1521339
Body
Dear Sir:
On January 23, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-753-11, Contract Farming at the Hanover Park Water Reclamation Plant.
In response to a public advertisement of February 19, 2020, a bid opening was held on March 10, 2020. The bid tabulation for this contract is:
J. OROS ENVIRONMENTAL, INC. $595,750.00
The Director of Procurement and Materials Management has reviewed the bidders’ list for this contract and is satisfied that the market for this service has been adequately solicited. A planholders’ survey revealed the following reasons for not bidding: cannot provide the of scope of work and the estimate was considered too low. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $440,000.00.
J. Oros Environmental, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $440,000.00, placing their bid of $595,750.00 approximately 35.4 percent above the estimate. The Maintenance and Operations Department feels this high bid is due to the specialized nature of the work, and higher than anticipated costs for equipment, seed and staffing.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V are not included in this contract because of the limited availability of farm management subcontractors to perform the scope of work.
The Multi-Project Labor Agreement (MPLA) was not included in the contract because the classification of work does not fall within the provisions of the MPLA.
The contract will require approximately two (2) to five (5) people for the services.
The contract shall commence upon approval of the Contractor’s Bond and terminate on December 31, 2021, or upon expenditure of available funds, whichever occurs sooner.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 20-753-11 to J. Oros Environmental, Inc., in an amount not to exceed $440,000.00.
Funds for the 2020 expenditure, in the amount of $220,000.00, are available in Accounts 101-67000-612520, 612530. The estimated expenditures for 2021 are $220,000.00. Funds for the 2021 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:cm
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 May 7, 2020