TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 4, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 20-425-12 (Re-Bid), Furnish and Deliver Paper to Various District Locations for a Thirty-Six (36) Month Period, to Bebon Office Machines Co., in an amount not to exceed $173,703.48, Account 101-15000-623520, Requisition 1549040
Body
Dear Sir:
On October 1, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 20-425-11, Furnish and Deliver Paper to Various District Locations for a Thirty-Six (36) Month Period.
In response to a public advertisement of October 28, 2020, a bid opening was held on November 17, 2020. The sole bid was rejected at the Board Meeting of December 3, 2020.
In response to a public re-advertisement of January 20, 2021, a bid opening was held on February 9, 2021. The bid tabulation for this contract is:
BEBON OFFICE MACHINES CO. *$173,703.48
AUTUMN PAPER COMPANY $204,040.16
*corrected total
Bebon Office Machines Co., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $174,000.00, placing their bid of $173,703.48 approximately .2 percent below the estimate.
The contract terminates thirty-six months from the issuance of the purchase order.
The Multi-Project Labor Agreement is not included in this contract because it is primarily 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.
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 20-425-12 (Re-Bid), to Bebon Office Machines Co., in an amount not to exceed $173,703.48.
There was no bid deposit required.
Funds for the 2021 expenditure, in the amount of $48,250.97, are available in Account 101-15000-623520. The estimated expenditures for 2022 are $57,901.16, for 2023 are $57,901.16, and for 2024 are $9,650.19. Funds for the 2022, 2023 and 2024 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 March 4, 2021