TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 7, 2021
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 D and E to Flood Bros Disposal Co., in an amount not to exceed $462,000.00, Account 101-67000-612520 Requisitions 1538459 and 1538445
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 and B of this contract are still under review. Group C of this contract was awarded at the Board Meeting of November 19, 2020. 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. Groups F and G of Contract 20-613-12 (Re-Bid) were awarded at the Board Meeting of November 19, 2020.
The bid tabulation for Groups D and E of 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
*corrected total
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 D and E should usage differ from the quantities, is not to exceed $150,000.00 for Group D, and $312,000.00 for Group E.
Flood Bros Disposal Co., the lowest responsible bidder for Groups D and E, proposes to perform the contract in accordance with the specifications. The estimated cost for Groups D and E was $462,000.00, placing the bid of $528,082.51 approximately 14.3 percent above the estimate.
A review of the bid by the Maintenance and Operations Department (M&O) revealed that the combined bid of Groups D and E 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. 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 fifteen to twenty (15-20) people for the services.
The Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Small Business Enterprise (SBE) and Veteran-Owned Business Enterprise (VBE) utilization goals for this contract are 20 percent MBE and/or WBE, and 10 percent SBE.
Flood Bros Disposal Co., is in compliance with the Affirmative Action Ordinance, Revised Appendix D for this contract as indicated on the attached report. The bidder has committed to 80 percent WBE for Group D of this contract, and 34 percent WBE for Group E of this contract. The bidder offers the WBE to satisfy the SBE participation for Groups D and E.
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 D and E, to Flood Bros Disposal Co., in an amount not to exceed $462,000.00, 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 2021 expenditure for Group D and E, in the amount of $154,000.00, are available in Account 101-67000-612520. Estimated expenditures for the 2022 is $154,000.00, for 2023 is $154,000.00. Funds for the 2022 and 2023 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 January 7, 2021
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