TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 21, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 20-604-11, Furnish and Deliver HVAC Coils to Various Locations, to Affiliated Steam Equipment Co. d/b/a Affiliated Steam & Hot Water, in an amount not to exceed $134,649.00, Accounts 101-67000, 68000, 69000-623270, Requisition 1540083
Body
Dear Sir:
On September 3, 2020 , the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 20-604-11, Furnish and Deliver HVAC Coils to Various Locations.
In response to a public advertisement of October 28, 2020, a bid opening was held on November 24, 2020. The bid tabulation for this contract is:
TILES IN STYLE LLC D/B/A TAZA SUPPLIES *$76,986.00
AFFILIATED STEAM EQUIPMENT CO.
D/B/A AFFILIATED STEAM & HOT WATER $134,649.00
AUTUMN CONSTRUCTION SERVICES, INC. $143,235.00
*corrected total
The low bidder, Tiles in Style LLC d/b/a Taza Supplies, withdrew their bid due to a pricing error they made in their proposal on Item B-3. In addition, the M&O Department indicated in their review that bid items B1 and B2 do not meet specifications. Therefore, the bid submitted by Tiles in Style is rejected in the public’s best interest. The Director of Procurement and Materials has notified Tiles in Style of this action.
Affiliated Steam Equipment Co. d/b/a Affiliated Steam & Hot Water, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $153,000.00, placing their bid of $134,649.00 approximately 12 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is a furnish and deliver 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.
The contractor shall complete delivery of all coils within 270 calendar days after receipt of the purchase order.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase order to Contract 20-604-11 to Affiliated Steam Equipment Co. d/b/a Affiliated Steam & Hot Water, in an amount not to exceed $134,649.00, 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.
Funds for the expenditure are available in Accounts 101-67000, 68000, 69000-623270.
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 21, 2021