TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 19, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 22-631-12, Furnishing and Delivering Odor Control Canisters and Media to Various Locations (Re-Bid) to Syneco Systems, Inc., in an amount not to exceed $203,100.00, Account 101-66000-623560, Requisition 1566540
Body
Dear Sir:
On September 2, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 22-631-11, Furnishing and Delivering Odor Control Canisters and Media to Various Locations.
In response to a public advertisement of February 9, 2022, a bid opening was held on March 1, 2022. The bid was rejected at the April 7, 2022, Board Meeting as reported.
In response to a public re-advertisement of April 20, 2022, a bid opening was held on May 3, 2022. The bid tabulation for this contract is:
SYNECO SYSTEMS, INC. *$203,391.24
*corrected total
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 planholders’ survey revealed the following reason for not bidding: could not meet the specifications of the product required and only handle odor control for commercial buildings. 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.
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 $203,100.00.
Syneco Systems, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract was $203,100.00, placing their bid of $203,391.24 equal to the estimate.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is a furnish and deliver contract for materials.
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 contract will expire on December 31, 2024, or upon expenditures of available funds, whichever occurs sooner.
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 22-631-12 to Syneco Systems, Inc. in an amount not to exceed $203,100.00.
No bid deposit was required for this contract.
Funds are available for the 2022 expenditures, in the amount of $67,700.00, in Account 101-66000-623560. The estimated expenditure for 2023 and 2024 are $67,700.00 for each year respectively and are contingent on the Board of Commissioners’ approval of the 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:bn
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 19, 2022