TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 31, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 17-017-11, Furnish and Deliver Electrical Supplies and Wire to Various Locations for a One (1) Year Period, Group B, to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $41,863.95, Account 101-20000-623070
Body
Dear Sir:
On April 6, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-017-11 furnish and deliver electrical supplies and wire to various locations for a one (1) year period, beginning approximately July 1, 2017 and ending June 30, 2018.
In response to a public advertisement of April 19, 2017, a bid opening was held on May 9, 2017. The bid tabulation for Group B on this contract is:
GROUP B: WIRE
EVERLIGHTS, INC. *$37,386.22
BROOK ELECTRICAL SUPPLY *$37,980.71
CICERO MFG. & SUPPLY CO., INC. $40,135.37
HELSEL-JEPPERSON ELECTRICAL, INC. $41,863.95
GRAYBAR ELECTRIC COMPANY $45,318.81
EVERGREEN SUPPLY COMPANY $47,368.11
ROOT BROTHERS MANUFACTURING *$87,796.39
SUPPLY COMPANY
*corrected total
Seven hundred and four (704) companies were notified of the contract being advertised and twenty eight (28) companies requested specifications.
On June 15, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to award contract 17-017-11, Group B to Everlights, Inc., in an amount not to exceed $37,386.22.
On July 26, 2017, Everlights, Inc., notified the District that they would not be able to honor the contract pricing for these items. The contract terms specified that prices bid must be firm for the entire contract period. Therefore, Everlights, Inc., is non-responsive, and their contract has been forfeited at this meeting under a separate action. Everlights, Inc., has been notified of this action.
Brook Electrical Supply, the next lowest bidder for Group B, qualified their bid by requiring minimum quantity purchases. 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 Brook Electrical Supply of this action.
Cicero Mfg. & Supply Co., Inc., the next lowest bidder for Group B, confirmed that they would not be able to honor the contract pricing for these items. 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 Cicero Mfg. & Supply Co., Inc., of this action.
Helsel-Jepperson Electrical, Inc., the next lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost of Group B was $44,000.00, placing the bid of $41,863.95 approximately 4.9 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.
The Affirmative Action Ordinance, 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 17-017-11, Group B, to Helsel-Jepperson Electrical, Inc., in an amount not to exceed $41,863.95.
Purchase orders will be issued when material is required. Payment will be based on the unit cost as indicated in the contract documents.
There was no bid deposit required for this contract.
Funds are available in Account 101-20000-623070.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS: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 August 31, 2017
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