HomeMy WebLinkAboutItem 2i: Reject Bids for Automotive Repair Parts and Re-Bid ContractAu~urP 5190)
DATE: October 6, 2009
STAFF REPORT
Public Works Services Department
TO: Mayor and City Council
FROM: Pat Malloy, Assistant City Manager/Public Works Services Director 114
Prepared by: Dave McVey, General Services Superintendent SUBJECT: REJECT THE BIDS FOR THE PURCHASE OF AUTOMOTIVE REPAIR
PARTS FOR CITY VEHICLES AND DIRECT STAFF TO RE-BID THE
CONTRACT WITH REVISED SPECIFICATIONS
Recommendation: Approve
SUMMARY
On June 17, 2008, the City Council approved a final one-year contract extension with
Ernie's Auto Parts for the purchase of automotive repair parts for City vehicles. The
Public Works Services Department conducted a formal bidding process to award an
annual contract to a new contractor to provide automotive repair parts. Three (3) bids
were received, however during the evaluation of each bid, staff found a printing error
causing certain omissions in each bid submitted.
Therefore, staff recommends that the City Council reject the bids submitted for the
purchase of automotive repair parts for City vehicles and direct staff to re-bid the
contract for these services.
DISCUSSION
The Public Works Services Fleet Section is responsible for the maintenance of all City
vehicles and the purchase of parts and accessories. As part of the City's ongoing
vehicle maintenance program, the Public Works Services Department purchases
automotive parts, accessories, emergency lighting, and brake services for safety and
non-safety equipment. To minimize unnecessary vehicle down time, it is necessary to
order items from local part suppliers who are able to provide needed parts in a very
short time frame.
Notices inviting bids were published in the adjudicated paper and bid packages were
distributed to area contractors. Three (3) bids were received on September 1, 2009 for
the purchase of automotive repair parts for City vehicles. Due to a printing error, all of
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Mayor and City Council
October 6, 2009
the bids received were incomplete. Staff could not analyze the bids correctly since all
bids were missing significant information regarding part pricing and availability.
Therefore, due to the error in the bid, staff recommends that the City Council reject the
bids submitted for the purchase of automotive repair parts for City vehicles and to direct
staff to re-bid the contract for this work.
FISCAL IMPACT
Sufficient funds are budgeted in the 2009-10 Operating Budget for this contract.
RECOMMENDATION
1. Reject all bids for the purchase of automotive repair parts for City vehicles.
2. Direct staff to re-bid the contract.
Approved by:_ 7
Donald Penma , City Manager
PM:TT:DM
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