TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 2, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 22-626-11, Inspection, Repairing, Recharging and Pressure Testing of Fire Suppression Systems at Various Locations, to Phoenix Fire Systems, Inc., in an amount not to exceed $290,000.00, Account 101-69000-612780, Requisition 1575919
Body
Dear Sir:
On March 3, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 22-626-11, Inspection, Repairing, Recharging and Pressure Testing of Fire Suppression Systems at Various Locations.
In response to a public advertisement of April 27, 2022, a bid opening was held on May 17, 2022.
The bid tabulation for this contract is:
PHOENIX FIRE SYSTEMS, INC. *$268,975.00
*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, should usage differ from the quantities, is not to exceed $290,000.00
Phoenix Fire Systems, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $290,000.00, placing their bid of $268,975.00 approximately 7.25% below the estimated cost.
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: did not have certified technicians to service all the fire suppression systems. In light of these findings, the Director or 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 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 and Appendix V, will not be included in this contract because subcontracting opportunities are not practical since the work is on an as-needed basis.
The contract will require approximately three (3) 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 22-626-11, to Phoenix Fire Systems, Inc., in an amount not to exceed $290,000.00, 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 his contract shall commence upon approval of the contractor's bond and terminate three years later, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2022 expenditure, in the amount of $70,000.00 are available in Account 101-69000-612780. The estimated expenditure for 2023 is $85,000.00, for 2024 is $85,000.00 and for 2025 is $50,000.00. Funds for the 2023, 2024 and 2025 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: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 June 2, 2022
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