TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 15, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 23-659-11, Agricultural Management, Agricultural Fieldside Mowing, and Fence Installation and Repair in Fulton County, Illinois, Group B, to C&J Mowing and Fencing, LLC, in an amount not to exceed $375,000.00, Accounts 101-69000-612420, Requisition 1576860
Body
Dear Sir:
On November 17, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 23-659-11, Agricultural Fieldside Mowing, and Fence Installation and Repair in Fulton County, Illinois.
In response to a public advertisement of February 8, 2023, a bid opening was held on March 7, 2023. The bid tabulation for this contract is:
GROUP B: AGRICULTURAL FIELDSIDE MOWING
MICHAEL GIBBS FARMS $330,072.00
C&J MOWING AND FENCING, LLC $349,860.00
TOTAL PROPERTY MANAGEMENT & ENGINEERING $366,996.00
SERVICES, LLC
Groups A and C were awarded at the Board Meeting of May 4, 2023.
The Affirmative Action utilization goals applicable to this contract for Group B are 20% MBE and/or WBE.
Michael Gibbs Farms, (Gibbs) submitted a low bid for Group B and requested a full waiver of the MBE and/or WBE goals.
The Acting Diversity Administrator reviewed the waiver request and determined that Gibbs did not make a good faith effort in accordance to the Affirmative Action Revised Appendix D Ordinance under Section 15 (e) (i) (v). Therefore, the bid submitted by Michael Gibbs Farms is considered non-responsive and rejected. The Director of Procurement and Materials Management has notified the bidder of this action.
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 $375,000.00 for Group B.
C&J Fencing and Mowing, LLC, (C&J) submitted the second low bid for Group B on this contract. The Acting Diversity Administrator reviewed their utilization plan for this contract and determined that (C&J) requested a waiver for the MBE and/or WBE goals. A review of the waiver request was reviewed by the Acting Diversity Administrator in accordance to the Affirmative Action Revised Appendix D Ordinance and was granted based on (C&J) good faith effort under Section 15, Utilization Pan Submission (e) (iv).
C&J Fencing and Mowing, LLC, the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $375,000.00, placing their total bid of $349,860.00, approximately 6.7 percent below to the estimate.
The Multi-Project Labor Agreement (MPLA) will not be included in this contract.
The contract will require approximately six (6) 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 23-659-11 to C&J Mowing and Fencing, LLC, for Group B in an amount not to exceed $375,000.00, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
The contractor shall commence work on or about May 1, 2023, or upon approval of the Contractor’s Bond, whichever occurs later and the contract shall terminate December 31, 2025, or upon expenditure of available funds, whichever occurs sooner.
Funds for the 2023 expenditure, in the amount of $125,000.00, are available in Accounts 101-69000-612420. The estimated expenditures for 2024 are $125,000.00 and 2025 are $125,000.00. Funds for the 2024 and 2025 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:bn
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 June 15, 2023