Title
AUTHORIZATION TO ENTER INTO CONTRACTS FOR THE SUPPLY AND DELIVERY OF ELECTRICAL SUPPLIES
SPECIFICATION P-15010
Body
To: The Honorable Board of Commissioners of the Chicago Park District
It is recommended that an order be entered authorizing the General Superintendent or his designee to enter into contracts with two companies for the Supply and Delivery of Electrical Supplies. The contractors were selected pursuant to a publicly advertised Invitation for Bids. No work may commence and no payment shall be made prior to the execution of a written agreement.
II. Award Information
Awardees: Evergreen Supply Co.
9901 S. Torrence Ave.
Chicago, Illinois 60617
Majority Interests: Colleen Kramer 95%
Patricia Gallagher 5%
Business Type: Illinois Business Corporation
J. P. Simons & Co.
1426 Brook Dr.
Downers Grove, Illinois 60515
Majority Interest: Jean Bradfield 100%
Business Type: Illinois Business Corporation
Contract Period: One (1) year initial contract term with four (4) additional one year extension options.
Contract Amount: Not-to-Exceed $3,739,268.56 for the initial contract term (see below for amounts by category.) Expenditures for services under each extension term will be authorized by annual appropriation and subject to each year’s budget.
Scope of Services: To supply and deliver electrical supplies to the Chicago Park District.
Affirmative Action
Goals: The Minority and Women Owned Business Enterprise participation for this contract includes: 25% MBE and 5% WBE. Both awardees are City of Chicago certified WBEs.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating and Capital
Fiscal Year: 2015
Source of Funds: 001.8485.8485.620040.1.1.1 (Operating)
Capital funding allocated per authorized project
IV. Procurement Information
Specification Number: P-15010
Date Advertised: June 26, 2015
Date of Pre-bid Meeting: None
Bid Due Date: July 20, 2015
Number of Bids Received: Three (3)
Bid Award Detail: Lowest responsible and responsive bidder
This contract was publicly advertised as an Invitation for Bids (“IFB”), and there were four (4) categories for bid and bidders could bid on one, some, or all categories. Three (3) bids were received, opened, and read aloud on the bids due date. The Department of Purchasing (“Purchasing”) reviewed all bids received and found one to be non-responsive which was removed from consideration. There were two bids remaining and two categories received a single bid. Chapter XI of the Code of the Chicago Park District permits single bid awards where the price submitted was fair and reasonable and where other bidders had a reasonable opportunity to respond. The Department of Facility Management (“DFM”) reviewed the bids for each category and found them to be fair and reasonable. Further, the DFM reviewed the bid from the lowest bidder for each category and determined that they are responsible bidders. Additionally, this IFB was advertised for three weeks and no requests for a time extension were received in Purchasing.
Accordingly, the lowest responsive and responsible bidder for each category is as follows:
Category Awardee Amount
Category A - Lamps, Ballasts, & Miscellaneous J.P. Simons & Co. $848,418.46
Category B - Conduit, Connectors, Couplings, J.P. Simons & Co. $403,798.00
Clamps, Receptacles, GFIs, Outlets, Switches, Boxes,
Covers, Wire, Cords, and Splicing Material and Kits
Category C - Fuses, Capacitors, Ignitors, and Starter Evergreen Supply $38,247.10
Boards Co.*
Category D - Outside Capital Material (Ground Rods, Evergreen Supply $2,448,805.00
Poles, Transclosures, etc.) Co.*
* indicates a single bid award
V. Explanation
The Department of Facility Management requires the services of companies that supply and deliver electrical supplies for its daily operations on as needed basis year round. The supplies are essential to the maintenance of facilities and infrastructure district-wide, for both indoor and outdoor purposes.
Evergreen Supply Co. and J.P. Simons & Co. have the experience, capacity, and ability to supply and deliver the electrical supplies to the Chicago Park District. They have many years’ experience which includes previous experience with the Chicago Park District. Further, they have the capacity to meet the delivery requirements of the Chicago Park District.
Therefore, it is in the best of the Chicago Park District to award Evergreen Supply Co. and J.P. Simons & Co. the contracts for the supply and delivery of electrical supplies for the categories in which they are the lowest responsible and responsive bidder.
VI. General Conditions
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
2. Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of all agreements authorized herein.
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS prior to execution of the contract.