DATE: December 23, 2014
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 recommendation to reject bid to remove and replace existing pedestrian-type hand railing mounted on top of loading area ingress and egress retaining walls with new railing and to install new pipe bollards, all at the City's solid waste transfer station, for the Disposal Division of the Sanitation and Environmental Services Department (Purchasing Office Procurement Solicitation No. 2015-018) (01/13/15 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 and to install new pipe bollards, all at the City's solid waste transfer station, for the Disposal Division of the Sanitation and Environmental Services Department. This existing railing and pipe bollards are currently in a state of disrepair.
Background
The City published on November 20, 2014 a Notice to Bidders in the Williamson Herald soliciting bids for the following procurement: 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 concrete walls, and install new pipe bollards to be core-drilled into concrete floor, all at the City's solid waste transfer station. In addition, bid documents were sent on or about the same date directly to five (5) potential bidders known or thought to be interested in this solicitation. One (1) bid was publicly opened at the bid opening held on December 9, 2014. A tabulation of the bids received for this solicitation is attached.
The only bid, from Lee Company of Franklin, is for a scope of work that exceeds the scope of work specified by the City. Specifically, as bid, some the materials to be used for and the design of the access gate for the hand railing component of the project would be in excess of that specified by the City. Facilities and Project Manager Brad Wilson therefore recommends the bid be rejected, noting that the time for suggesting revisions to the City's specifications was at the mandatory pre-bid conference rather than within the context of the bid.
Financial Impact
The only bid, from Lee Company of Franklin, is in the total amount of $42,809.41. 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.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendationrec
Staff recommends that the City reject the only bid, from Lee Company of Franklin. 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.