TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 16, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 23-666-11, Security Services at the Prairie Plan Site in Fulton County, Illinois, to D&S Private Detective, Inc., in an amount not to exceed $174,998.88, Account 101-69000-612490, Requisition 1580719
Body
Dear Sir:
On March 2, 2023, the Board of Commissioners (“Board”) authorized the Director of Procurement and Materials Management to advertise for bids on Contract 23-666-11, Security Services at the Prairie Plan Site in Fulton County, Illinois (“Contract”). On July 13, 2023, the Board authorized an award of the Contract to Gamma Team Security, Inc. (“Gamma”) in the amount of $162,000.00.
On September 19, 2023, Gamma began Contract work. However, Gamma submitted requests to terminate the Contract on September 29, 2023, and October 5, 2023, and Gamma’s work has fallen short of the Contract’s specifications, requiring District staff to fill in as needed. Under Article 28 of the Contract’s General Conditions, Gamma’s termination requests and failure to perform work to Contract specifications are a forfeiture of the Contract. Liquidated damages have been assessed. Gamma’s contract will be terminated, and Gamma has been advised that under Section 70 ILCS 2605/11.11 of the Purchasing Act it will not be considered a responsible bidder for a one-year period.
The Contract work is necessary for the day-to-day operations at the Prairie Plan Site. After issues arose with Gamma, the District contacted the second low bidder on the Contract. That bidder, Per Mar Security and Research Corp., withdrew its bid from consideration. A withdrawal is permitted after a contract award.
D&S Private Detective, Inc., the third low bidder, proposes to perform the Contract in accordance with the specifications. The estimated cost for this Contract is $176,000.00. D&S Private Detective, Inc.’s bid of $174,998.88 is approximately 0.6 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this Contract because the services are provided in Fulton County, Illinois.
The Affirmative Action Ordinance Revised Appendix D, and Appendix V will not be included in this Contract because the services do not allow for any subcontracting opportunities.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 23-666-11 to D&S Private Detective, Inc., in an amount not to exceed $174,998.88 subject to the contractor furnishing a performance bond in a form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management. It is also recommended that the Director of Procurement and Materials Management be authorized to reduce and close Gamma’s purchase order 5001923 after Gamma’s contract is terminated.
The D&S Private Detective, Inc. shall furnish the services under this Contract commencing upon approval of the Contractor’s Bond, and terminating twenty-four (24) months thereafter, or upon the expenditure of available funds, whichever occurs sooner.
Funds for the 2023 expenditures, in the amount of $24,297.80, are available in Account 101-69000-612490. The estimated 2024 and 2025 expenditures are $88,000.00 and $49,702.20, respectively. Funds for the 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: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 November 16, 2023
Attachment