TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 7, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 25-673-11, Heavy Equipment Maintenance at Various Locations, Groups A and B, to West Side Tractor Sales Co., in an amount not to exceed $650,000.00, Accounts 101-68000/69000-612760, Requisitions 1620029 and 1620010
Body
Dear Sir:
On August 8, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 25-673-11 Heavy Equipment Maintenance at Various Locations.
In response to a public advertisement of September 25, 2024, a bid opening was held on October 15, 2024. The bid tabulation for this contract is:
GROUP A: STICKNEY SERVICE AREA (SWRP AND LASMA)
WEST SIDE TRACTOR SALES CO. $444,750.00
GROUP B: CALUMET SERVICE AREA (CWRP AND CALSMA)
WEST SIDE TRACTOR SALES CO. $199,092.00
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 $650,000.00 for Groups A and B combined.
The work under this contract shall commence upon approval of the contractor’s bond or January 1, 2025, whichever occurs later, and shall terminate work on December 31, 2026, 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 Appendix V will not be included in this contract because there is a lack of MBE/WBE/VBE subcontractors available to perform the scope of work. The contract will require approximately twelve (12) 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 25-673-11, Groups A and B to West Side Tractor Sales Co., in an amount not to exceed $650,000.00, 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 being requested in the 2025 budget in Accounts 101-68000/69000-612760. Funds for the 2025 and 2026 expenditures, in the amounts of $321,900.00 and $328,100.00 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 November 7, 2024
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