TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 2, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Report on rejection of bids for Contract 17-604-12 (Re-Bid), Furnish and Deliver Air Handling Coils to Various Locations, Groups A and B, estimated total cost $110,485.00
Body
Dear Sir:
On November 3, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 17-604-11, Furnish and Deliver Air Handling Coils to Various Locations.
On January 5, 2017, authorization to amend the Board Order of November 3, 2016 was approved by the Board of Commissioners.
In response to a public advertisement of February 22, 2017, a bid opening was held on March 14, 2017. All bids were rejected at the Board Meeting of April 6, 2017.
In response to a public re-advertisement of September 13, 2017, a bid opening was held on October 3, 2017. The bid tabulation for this contract is:
GROUP A: COILS FOR THE CALUMET, STICKNEY, AND HANOVER PARK WRPS
INDI ENTERPRISES, INC. $100,100.00
GROUP B: COILS FOR THE CALUMET WRP
INDI ENTERPRISES, INC. *$150,700.00
*corrected total
One thousand three hundred sixteen (1,316) companies were notified of this contract being advertised and fourteen (14) companies requested specifications.
A review of the sole bid, submitted by Indi Enterprises, Inc., revealed that they submitted two separate bid deposit checks, one for each group. The bid deposit required for Group A was $4,270.00 and the check amount submitted was $4,000.00. The bid deposit required for Group B was $1,255.00 and the check amount submitted was $1,525.00.
Therefore, the bid for Group A is considered non-responsive and rejected for failing to provide the correct dollar value for the bid deposit required.
The bid for Group B, in the amount of $150,700.00 was approximately 500 percent over the estimated amount of $25,100.00 and considered too high to award. Also, the bidder added an alternate manufacturer and price for item 1B and added lead times for delivery that appear to be longer than the 70 day requirement in the detail specifications on DS-6.
Therefore, the bid for Group B is considered too high for award and rejected in the public’s best interest. The Director of Procurement and Materials Management has informed Indi Enterprises, Inc., of this action.
The Maintenance and Operations Department will re-advertise as soon as is practical.
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 November 2, 2017