TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 31, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authorization for forfeiture of Contract 16-607-11, Furnishing and Delivering Mechanical Parts to Various Service Areas, to Fairfield Service Company of Indiana, LLC, in an amount not to exceed $280,755.00, Accounts 101-67000, 68000, 69000-623270, Purchase Orders 3091040, 3091042 and 3091043
Body
Dear Sir:
On April 21, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-607-11, Furnishing and Delivering Mechanical Parts to Various Service Areas.
In response to a public advertisement of June 8, 2016, a bid opening was held on June 28, 2016. On August 4, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 16-607-11, Furnishing and Delivering Mechanical Parts to Various Service Areas, to Fairfield Service Company of Indiana, LLC, in an amount not to exceed $280,755.00.
Fairfield Service Company of Indiana, LLC has failed to furnish and deliver the specified materials in a timely manner despite multiple attempts by District personnel to contact them. As an example, in May of this year, the District ordered bearings, sent a driver to pick them up at the location specified, and was told there was no record of the order at that location. Later in May, the District ordered parts and was subsequently sent to multiple locations to pick them up, only to be told that the order didn’t exist. The only response the District received was that the contact person at that location was unavailable to speak with District staff.
The failure to elicit any response from the contractor has caused the District to consider this contract as abandoned. Therefore, the Director of Procurement and Materials Management has advised Fairfield Service Company of Indiana, LLC that their contract will be forfeited in accordance with Section 70 ILCS 2605/11.11 of the Purchasing Act. This firm will not be considered a responsible bidder for a one-year period.
Their bid deposit, in the amount of $13,600.00, will be retained as liquidated damages for failing to perform the contract in accordance with its terms and conditions.
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 August 31, 2017