TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 2, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 23-673-11, Heavy Equipment Maintenance at Various Locations, Groups A and B, to West Side Tractor Sales Co., in an amount not to exceed $699,000.00, Accounts 101-68000/69000-612760, Requisitions 1580713 and 1582069
Body
Dear Sir:
On August 11, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 23-673-11 Heavy Equipment Maintenance at Various Locations.
In response to a public advertisement of December 14, 2022, a bid opening was held on January 10, 2023. The bid tabulation for this contract is:
GROUP A: STICKNEY SERVICE AREA (SWRP AND LASMA)
WEST SIDE TRACTOR SALES CO. $534,350.00
GROUP B: CALUMET SERVICE AREA (CWRP AND CALSMA)
WEST SIDE TRACTOR SALES CO. $199,030.00
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 reasons for not bidding: could not provide the services required. 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 $699,000.00 for Groups A and B combined.
West Side Tractor Sales Co., the sole responsible bidder for Groups A and B, is proposing to perform the contract in accordance with the specifications. The estimated cost for both groups of this contract was $699,000.00, placing their bid of $733,380.00 for Groups A and B combined, approximately 4.9 percent above the estimate.
The work under this contract shall commence upon approval of the contractor’s bond, and terminate twenty-four months thereafter, or upon expenditure of available funds, whichever occurs sooner.
West Side Tractor Sales Co. has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following construction trades will be utilized on this contract: operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The Affirmative Action Ordinance, Revised Appendix D, and the Appendix V, will not be included in this contract because there are no MBE/WBE/SBE/VBE participants who can provide the repair and maintenance services specified under this contract.
The contract will require approximately two (2) to four (4) 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 23-673-11, Groups A and B to West Side Tractor Sales Co., in an amount not to exceed $699,000.00, 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 are available in 2023, in the amount of $370,930.00, in Accounts 101-68000, 69000-612760. Funds for the 2024 and 2025 expenditures, in the amounts of $325,000.00 and $3,070.00 respectively, are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Request, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
Respectfully Submitted, Marcelino Garcia, 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 February 2, 2023
Attachment