TO: Mayor and City Commission
FROM: Cale Curtis, City Manager
DATE: September 22, 2021
Title
RESOLUTION - REJECTING ALL SUBMISSIONS RECEIVED FOR BID NO. 2021-009 - SUPPLY AND INSTALL EATON 93PM UPS SYSTEM; DIRECTING THE ADMINISTRATION TO EXPLORE AN ALTERNATE METHOD OF ACQUISITION; PROVIDING FOR UTILIZATION OF AN EXISTING GOVERNMENTAL CONTRACT OR ENTERING INTO A NEGOTIATED AGREEMENT DIRECTLY WITH THE MANUFACTURER; PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND: The City advertised for bids for the supply and installation of an Eaton 93PM UPS system for City Hall. Only one bid submission was received. That submission was not made using the City’s bid forms and documents. Instead, the submitter provided a proposal on their own company form that did not provide for a bid bond, references, OSHA compliance form, nor several other forms that acknowledge or comply with local or other jurisdictional law, procedures and requirements.
Staff recommends rejection of the incomplete and non-conforming bid submission received. Staff is evaluating other methods of acquisition for the Eaton 93PM UPS system. This agenda item seeks approval to explore utilization of an existing governmental contract via a piggy-backing arrangement or entering into a negotiated agreement directly with the manufacturer for the supply and installation of the system; whichever is found to be in the best interest of the City.
RECOMMENDATION: Reject all bid submissions and authorize alternate acquisition methods
FISCAL IMPACT: None
CONTACT PERSON: Mark E. Collins, Public Works Director
Spencer L. Shambray, NIGP-CPP, CPPB