DATE: February 10, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Becky Caldwell, Sanitation and Environmental Services Director
Brad Wilson, Facilities and Project Manager
Brian Wilcox, Purchasing Manager
SUBJECT: title
Consideration Of Bid Award To Midstate Welding Of Franklin, TN In The Total Amount Of $28,090 To Remove And Replace Existing Hand Railing And To Install New Pipe Bollards At The City's Solid Waste Transfer Station, For The Sanitation And Environmental Services Department (Purchasing Office Procurement Solicitation No. 2015-023; $35,000 Budgeted In 124-82654-46130 For Fiscal Year 2015; Contract No. 2015-0049) (02/24/15 WS)
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Purpose
The purpose of this procurement is to remove and replace existing pedestrian-type hand railing mounted on top of loading area ingress and egress retaining walls with new railing to be core-drilled into the concrete walls, and to install new pipe bollards to be core-drilled into the concrete floor, all at the City's solid waste transfer station. These repairs are necessary for maintenance of the transfer station.
Background
This is the second attempt to solicit bids for this project. The Board of Mayor and Aldermen voted on January 27, 2015 to approve a staff recommendation to reject all bids resulting from the first attempt.
The City published on January 15, 2015 a Notice to Bidders in the Williamson Herald for this project. In addition, bid documents were sent on or about the same date directly to six (6) potential bidders known or thought to be interested in this solicitation. Bids from six (6) vendors were publicly opened at the bid opening held on February 3, 2015. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Midstate Welding of Franklin, TN, is in the total amount of $28,090 for the specified project. This bid was identified because it is the lowest bid that meets or exceeds the City's intention as expressed and implied by the City's specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The Sanitation and Environmental Services Department Disposal Division budget for fiscal year 2015 allocates $35,000 out of the Solid Waste Fund for the hand railing component of the project. The pipe bollard component of the project is not separately budgeted. The Midstate Welding bid amount is $6,910 (19.7%) under budget.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2015-0049, the apparent lowest best bid, from Midstate Welding of Franklin, TN, in the total amount of $28,090 for the specified project. Purchasing Manager Brian Wilcox is of the opinion that the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received.