TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 12-696-11, Services of Tractor Mounted Paddle Aerators and Rotavators with Operators at LASMA and CALSMA, to Bechstein-Klatt, in an amount not to exceed $2,941,000.00, Account 101-66000-612520, Requisitions 1327789 and 1329586
Body
Dear Sir:
On October 20, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-696-11 Services of Tractor Mounted Paddle Aerators and Rotavators with Operators at LASMA and CALSMA.
In response to a public advertisement of January 25, 2012, a bid opening was held on February 14, 2012. The bid tabulation for this contract is:
BECHSTEIN-KLATT $3,175,477.50
One hundred fifty (150) companies were notified of this contract being advertised and six (6) companies requested specifications.
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 reason for not bidding: prior commitments, issues with the bid deposit, and could not secure the equipment in time. 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 estimated quantities, is not to exceed $2,941,000.00.
Bechstein-Klatt, the lowest responsible bidder, is proposing to perform the contract, in accordance with the specifications.
The estimated cost for this contract was $2,941,000.00, placing the bid of $3,175,477.50 approximately 8 percent above this estimate.
The Revised Appendix D was not included in this contract due to the restricted number of potential bidders.
Bechstein-Klatt has executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract are: operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 12-696-11, to Bechstein-Klatt, in an amount not to exceed $2,941,000.00, 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 expenditures, in the amount of $1,005,000.00, are available in Account 101-66000-612520. The estimated expenditures for 2013 is $968,000.00, and for 2014 is $968,000.00. Funds for the 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