TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 5, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order for Contract 24-648-11, Snow Plowing at the Lockport Powerhouse, to Polar Group, LLC, in an amount not to exceed $104,400.00, Account 101-66000-612420, Requisition 1620208
Body
Dear Sir:
On July 11, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 24-648-11, Snow Plowing at the Lockport Powerhouse.
In response to a public advertisement on September 11, 2024, a bid opening was held on October 1, 2024. The bid tabulation for this contract is:
BEARY LANDSCAPE MANAGEMENT INC $69,240.00
POLAR GROUP LLC $104,400.00
SEMPER FI LANDSCAPING, INC. $109,892.00
The apparent low bidder, Beary Landscape Management, Inc. (Beary), sent an email withdrawing their bid on November 11, 2024. No reason was given. Therefore, Beary will be considered a non-responsible bidder for a one-year period in accordance with Section 70ILCS 2605/11.11 of the Purchasing Act.
Polar Group, LLC, the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $90,000.00, placing their bid of $104,400.00 approximately 16 percent above the estimate.
The contract shall commence five days after receipt of a purchase order or January 1, 2025, whichever occurs later, and terminate thirty-six (36) months thereafter, or upon expenditure of available funds, whichever comes sooner.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance Revised Appendix D and Appendix V do not apply because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order for Contract 24-648-11, to Polar Group, LLC., in an amount not to exceed $104,400.00.
Funds are being requested in 2025 in Account 101-66000-612420. The estimated expenditures for 2025 are $34,800.00, for 2026 are $34,800.00 and for 2027 are $34,800.00. Funds for the 2025, 2026, and 2027 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 December 5, 2024