TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 19, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 20-613-12 (Re-Bid), Scavenger Services at Various Service Areas, Groups F and G to Flood Bros Disposal Co., in an amount not to exceed $73,900.00, Accounts 101-66000, 67000-612520 Requisitions 1538068 and 1538446
Body
Dear Sir:
On April 16, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-613-11 Scavenger Services at Various Service Areas.
In response to a public advertisement of July 15, 2020, a bid opening was held on August 11, 2020. Groups A, B, and C of this contract are under review. Groups D, E, and F of this contract received no bids. Group G of this contract was rejected as reported at the Board Meeting of September 3, 2020.
In response to a public re-advertisement of Groups D, E, F, and G on September 9, 2020, a bid opening was held on October 6, 2020. The bid tabulation for this contract is:
GROUP D: EGAN WRP
FLOOD BROS DISPOSAL CO. $159,571.42
GROUP E: KIRIE WRP
FLOOD BROS DISPOSAL CO. *$368,511.09
GROUP F: HANOVER PARK WRP
FLOOD BROS DISPOSAL CO. *$64,877.00
GROUP G: LOCKPORT POWERHOUSE
FLOOD BROS DISPOSAL CO. $30,488.40
INDEPENDENT RECYCLING SERVICES, INC. $32,480.00
*corrected total
Groups D and E of Contract 20-613-12 are still under review.
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract for Groups F and G should usage differ from the quantities, is not to exceed $52,700.00 for Group F, and $21,200.00 for Group G.
Flood Bros Disposal Co., the lowest responsible bidder for Groups F and G, proposes to perform the contract in accordance with the specifications. The estimated cost for Groups F and G was $73,900.00, placing the bid of $95,365.40 approximately 29 percent above the estimate.
A review of the bid by the Maintenance and Operations Department (M&O) revealed that the combined bid of Groups F and G is higher than expected due to higher labor, processing, disposal, and recycling costs. The M&O Department believe the costs are within reason and nothing would be gained by re-advertising Groups F and G. The Director of Procurement and Materials Management concurs.
The Multi-Project Labor Agreement was not included in this contract because of the specialized nature of the work, which includes the transportation and disposal of material classified as “special waste,” which requires appropriate State of Illinois chemical analysis, licenses, disposal and site permits.
The contract will require approximately five (5) people for the services.
Affirmative Action goals are not applicable to Groups F and G of this contract. The Affirmative Action Ordinance, Revised Appendix D applies only to construction contracts over a $100,000.00 threshold. These sections on page D-5 of the Ordinance address the types of covered contracts:
• Section 4, Coverage: The following provisions, to be known as "Appendix D" together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5."
• Section 5. Definitions: (g) "Construction contract" means any District contract or amendment thereto, providing for a total expenditure in excess on One Hundred Thousand Dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation and maintenance of real property and improvement thereon or sludge hauling and any other related contract which the District deems appropriate to be subject to Appendix D consistent with the Ordinance.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 20-613-12 (Re-Bid), Groups F and G, to Flood Bros Disposal Co., in an amount not to exceed $73,900.00, subject to the contractors furnishing performance bonds in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contractor will commence work upon approval of the Contractor’s Bond and terminate three years thereafter, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2020 expenditure for Group F, in the amount of $2,000.00, are available in Account 101-67000-612520. Estimated expenditures for the 2021 is $17,000.00, for 2022 is $18,900.00, and for 2023 is $14,800.00. Funds for the 2021, 2022 and 2023 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds are being requested in 2021 for Group G, in the amount of $8,000.00, in Account 101-66000-612520. Estimated expenditures for 2022 are $8,000.00, and for 2023 are $5,200.00. Funds for 2021, 2022 and 2023 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 November 19, 2020