TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 15, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders for Contract 24-608-12 (Re-Bid), Furnishing and Delivering Mechanical Parts to Various Locations, to Motion Industries, Inc., in an amount not to exceed $396,435.00, Accounts 101-67000, 68000, 69000-623270, Requisitions 1601529, 1601530, and 1601754
Body
Dear Sir:
On September 7, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 24-608-11, Furnishing and Delivering Mechanical Parts to Various Locations.
In response to a public advertisement of October 18, 2023, a bid opening was held on November 7, 2023. No bids were received.
In response to a public re-advertisement of November 22, 2023, a bid opening was held on December 12, 2023. The bid tabulation for this contract is:
MOTION INDUSTRIES, INC. $396,435.00
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 or do not carry the parts requested. 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.
Motion Industries, Inc., the sole bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract is $338,400.00, placing the sole bid of $396,435.00 approximately 17.1 percent above the estimate.
The contractor shall furnish and deliver all mechanical parts during the period commencing five calendar days after the issuance of the purchase orders and terminate on December 31, 2026, or upon expenditure of available funds, whichever occurs sooner.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V, will not be included because it is a furnish and deliver contract and there is a lack of MBE/WBE/VBE’s available to provide the items specified in the contract.
There is no bid deposit for this contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase orders for Contract 24-608-12 to Motion Industries, Inc., in an amount not to exceed $396,435.00.
Funds for the 2024 expenditure, in the amount of $126,148.00, are available in Accounts 101-67000, 68000, 69000-623270. The estimated expenditures for 2025 are $135,143.50, and for 2026 are $135,143.50. Funds for the 2025 and 2026 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 February 15, 2024
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