TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 5, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 16-605-23 (Re-Bid), Installation of Drainage Tile and Bioreactors at the Prairie Plan Site in Fulton County, Illinois, to Bro-Mac and Sons, Inc., in an amount not to exceed $138,500.00, Account 201-50000-645690, Requisition 1414640
Body
Dear Sir:
On July 7, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 16-605-21 Installation of Drainage Tile and Bioreactors at the Prairie Plan Site in Fulton County, Illinois.
In response to a public advertisement of August 31, 2016, a bid opening was held on September 20, 2016. No bids were received for this contract.
In response to a public re-advertisement of March 29, 2017, a bid opening was held on April 25, 2017. All bids were rejected as reported at the Board meeting of June 15, 2017.
Authorization to amend the Authority to Advertise approved July 7, 2016 was approved at the Board meeting of February 15, 2018 to remove the Appendix D goals.
In response to a public re-advertisement of February 21, 2018, a bid opening was held on March 13, 2018. The bid tabulation for this contract is:
D. BROOKS EXCAVATING, INC. $123,500.00
C & L TILING, DBA ADI $135,900.00
BRO-MAC & SONS, INC. $138,500.00
NEIDIG TRUCKING AND $139,500.00
0EXCAVATING
SEGA AG WORKS, INC. $139,849.00
One hundred fifty-three (153) companies were notified of this contract being advertised and twenty (20) companies requested specifications.
The two low bids submitted by D. Brooks Excavating, Inc., and C & L Tiling d/b/a ADI did not submit the correct dollar value of the bid deposit requirement of $7,500.00. The lowest bidder, D. Brooks Excavating, Inc., submitted a 5% bid bond (5% x $123,500 equals $6,175.00). C&L Tiling submitted a 5% bid bond (5% x $135,900.00 equals $6,795.00). Therefore, these two bids were deemed non-responsive and rejected for not complying with the bid deposit requirements. The Director of Procurement and Materials Management has informed D. Brooks Excavating, Inc., and C & L Tiling d/b/a ADI of this action.
Bro-Mac and Sons, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract is $150,000.00, placing their bid of $138,500.00 approximately 7.7% below the estimate.
The Multi Project Labor Agreement (MPLA) is not included because the work is being performed in Fulton County, Illinois. This contract does not contain the Affirmative Action Ordinance, Revised Appendix D because of the limited availability of MBE/WBE and the specialization of the project.
The contract will require approximately three (3) people for the service.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 16-605-23 (Re-Bid) to Bro-Mac and Sons, Inc., in an amount not to exceed $138,500.00, 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.
The contractor shall commence work approximately April 19, 2018, or upon approval of the Contractor’s Bond, whichever occurs later, and shall have all contract work completed within 270 calendar days thereafter.
Funds are available in Account 201-50000-645690.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:st
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, 2018