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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 Page 1 of 2 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 Page 2 of 2