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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: October 26, 2020
SUBJECT:
A Resolution to reject all bids for 2021/2022 Materials and Supplies for the Electrical Division.
PURPOSE:
City staff feels that it is in the best interest of the City to re-bid this project.
BACKGROUND:
The City recently published an Invitation to Bid (ITB) for annual pricing of Electrical Division Materials and Supplies. The intent of sending this out is to freeze commonly fluctuating unit prices for the materials, supplies and LED light fixtures used by the Electrical Division. The previous pricing will expire December 31, 2020 and this year's invitation will establish unit prices for 2021 and 2022 (with an option to renew in 2023) for materials and supplies used by the Electrical Division during routine and ongoing maintenance of City infrastructure. These rates and open purchase order(s) may also be used to purchase LED street light fixtures from accounts to be determined as part of the City's involvement in the ongoing Com Ed energy efficiency incentive program.
By establishing an open purchase order with the company or companies selected, the Electrical Division is able to readily pick up materials as needed rather than waiting to obtain individual quotes and a separate purchase order each time something is needed.
DISCUSSION:
Two bids were received on October 14, 2020 in response to the Request for Bids. The bids were opened and read publicly via a non-mandatory teleconferenced and live streamed bid opening. As neither of the bids received were from local or nearby companies, the City feels that the materials provided will not be conveniently and readily available as is the primary purpose of this contract.
Based on this concern, City staff is recommending that all bids be rejected and the project be immediately re-bid with an updated scope. The revised bid documents will specify material availability and bidder proximity requirements.
I...
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