TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 4, 2018
Committee on procurement
Mr. John P. Murray, Acting Executive Director
Title
Authority to award Contract 18-051-11 Furnish and Deliver Miscellaneous Hand Tools to Various Locations for a One (1) Year Period, Group A, to Root Brothers Mfg. & Supply Co., in an amount not to exceed $27,482.44, Group B to Fairmont Supply Company, in an amount not to exceed $18,587.62, and Group C to S & K Acquisition Corp., in an amount not to exceed $6,408.11. Account 101-20000-623680
Body
Dear Sir:
On July 12, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-051-11 furnish and deliver miscellaneous hand tools to various locations for a one (1) year period, beginning approximately November 1, 2018 and ending October 31, 2019.
In response to a public advertisement of July 25, 2018, a bid opening was held on August 14, 2018. The bid tabulation for this contract is:
GROUP A: HAND TOOLS
ROOT BROTHERS MFg & SUPPLY CO. *$27,482.44
FAIRMONT SUPPLY COMPANY $28,676.53
S & K ACQUISITION CORP. *$34,604.58
J.P. SIMONS & CO. *$40,525.74
GROUP B: MISCELLANEOUS HAND TOOLS - 1
ROOT BROTHERS MFg & SUPPLY CO. *$17,239.47
FAIRMONT SUPPLY COMPANY $18,587.62
S & K ACQUISITION CORP *$22,586.48
J.P. SIMONS & CO. *$28,646.43
GROUP C: MISCELLANEOUS HAND TOOLS - 2
ROOT BROTHERS MFg & SUPPLY CO. $5,263.33
S & K ACQUISITION COPORATION *$6,408.11
J.P. SIMONS & CO. $8,389.19
FAIRMONT SUPPLY COMPANY $8,467.90
*corrected total
Nine hundred and ninety-six (996) companies were notified of this contract being advertised and thirty-two (32) companies requested specifications.
Root Brothers Mfg. & Supply Co., the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $62,000.00, placing the total bid of $27,482.44 approximately 56 percent below the estimate.
Root Brothers Mfg. & Supply Co., the lowest bidder for Group B, quoted substitutions on numerous items in this group which do not comply with the Board of Standardization’s specifications for this contract. Therefore, the bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Root Brothers Mfg. & Supply Co., of this action.
Fairmont Supply Company, the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group B of this contract was $20,000.00, placing the total bid of $18,587.62 approximately 7.1 percent below the estimate.
Root Brothers Mfg. & Supply Co., the lowest bidder for Group C, qualified their bid by bidding minimum order quantities. The general terms and conditions of the contract does not allow bidders to qualify their bids by modifying the contract documents. Therefore, the bid is considered non-responsive and rejected in the public’s best interest. The Director of Procurement and Materials Management has notified Root Brothers Mfg. & Supply Co., of this action.
S & K Acquisition Corp., the lowest responsible bidder for Group C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group C of this contract was $6,500.00, placing the total bid of $6,408.11 approximately 1.4 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 18-051-11, Group A to Root Brothers Mfg. & Supply Co., in an amount not to exceed $27,482.44, Group B to Fairmont Supply Company, in an amount not to exceed $18,587.62, and Group C to S & K Acquisition Corp., in an amount not to exceed $6,408.11.
Purchase orders will be issued for the material as 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 101-20000-623680.
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 October 4, 2018
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