TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 17, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order for Contract 18-609-11, Furnishing and Delivering Mechanical Parts to Various Service Areas, to Motion Industries, Inc., in an amount not to exceed $287,820.00, Accounts 101-67000, 68000, 69000-623270, Requisitions 1478639, 1479635, and 1478124
Body
Dear Sir:
On February 15, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 18-609-11, Furnishing and Delivering Mechanical Parts to Various Service Areas.
In response to a public advertisement of March 21, 2018, a bid opening was held on April 10, 2018. The bid tabulation for this contract is:
MOTION INDUSTRIES, INC. $287,820.00
Seven hundred and sixty-eight (768) companies were notified of this contract being advertised and twenty-nine (29) 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 reasons for not bidding: could not provide the materials requested and could not bid competitively. 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.
Motion Industries, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract is $293,400.00, placing their bid of $287,820.00 approximately 1.9 percent below the estimate.
The contract shall commence five calendar days after the mailing date of the purchase order and terminate 36 months thereafter or upon expenditure of available funds.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D was not included in this contract because it is primarily a furnish and deliver contract.
The bid deposit, in the amount of $14,700.00, will be retained in lieu of a performance bond, which is satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order for Contract 18-609-11 to Motion Industries, Inc., in an amount not to exceed $287,820.00.
Funds for the 2018 expenditure, in the amount of $95,940.00, are available in Accounts 101-67000, 68000, 69000-623270. The estimated expenditures for 2019 are $95,940.00, and for 2020 are $95,940.00. Funds for the 2019 and 2020 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: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 May 17, 2018