TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 5, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 21-970-12, Janitorial Services at various locations, Group C, to Eco-Clean Maintenance, Inc. in an amount not to exceed $113,000.00, Account 101-69000-612490, Requisition 1563494
Body
Dear Sir:
On June 17, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 21-970-11, Janitorial Services at Various Locations.
In response to a public advertisement of August 25, 2021, a bid opening was held on September 21, 2021. All bids were rejected at the Board Meeting of December 2, 2021, as reported.
Authorization to amend the scope of work and re-advertise 21-970-12 was granted at the December 2, 2021 Board Meeting.
At the Board Meeting of March 17, 2022, Groups A, B and D were awarded as reported.
In response to a public re-advertisement of January 5, 2022, a bid opening was held on February 1, 2022. The bid tabulation for this contract is:
GROUP C: CALUMET WRP
ECO-CLEAN MAINTENANCE, INC. $137,504.64
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, should usage differ from the quantities, is not to exceed $113,000.00 for Group C.
The Director of Procurement and Materials Management has reviewed the bidders’ list for this contract and is satisfied that the market for this service has been adequately solicited. A plan holder’s survey revealed the following reasons for not bidding: staffing problems for multiple locations. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
Eco-Clean Maintenance, Inc., the sole 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 $113,000.00, placing their bid of $137,504.64 approximately 21.7 percent above the estimated costs for Group C.
The Multi-Project Labor Agreement (MPLA) is not included in this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D applied to Group C for this contract. The participation goals are 20 percent Minority Business Enterprise (MBE), 10 percent Women Business Enterprise (WBE) and 10 percent Small Business Enterprise (SBE).
Eco-Clean Maintenance, Inc, is in compliance with the Affirmative Action Ordinance, Revised Appendix D as indicated on the attached report for Group C. The Minority Business Enterprise (MBE), Women Business Enterprise (WBE) and Small Business Enterprise (SBE) utilization goals for this contract are as follows: the bidder offers themselves to satisfy the SBE requirement and the Diversity Administrator granted a waiver for the MBE and WBE goal.
The contract will require approximately two (2) people for the services.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 21-970-12, Group C to Eco-Clean Maintenance, Inc., in an amount not to exceed $113,000.00, 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 work under this contract shall commence upon approval of the contractor's bond and terminate two years thereafter, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2022 expenditure, in the amount of $42,000.00 are available in Account 101-69000-612490. The estimated expenditure for 2023 is $55,000.00 and for 2024 is $16,000.00. Funds for the 2023 and 2024 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:lc
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 May 5, 2022
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