DATE: September 22, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Mark Hilty, Water Management Director
Michelle Hatcher, Water Management Assistant Director
Juan Davis, Water Reclamation Superintendent
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration of Resolution 2015-93, a Resolution to reject all bids for annual stream bioassessment sampling and testing for the Water Reclamation Division of the Water Management Department (Purchasing Office Procurement Solicitation No. 2016-007)
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Purpose
The purpose of this procurement is to purchase annual stream bioassessment sampling, testing and identification contract services for the Water Reclamation Division of the Water Management Department for a term of award to terminate June 30, 2017 with options to extend the term of award up to three times, each time for up to one (1) additional year.
Background
The City published on August 20, 2015 a Notice to Bidders in the Williamson Herald for performance upon demand of each of the following wastewater treatment laboratory contract services for the specified term of award: (A) industrial pretreatment sampling and testing, Water Reclamation Facility influent and effluent testing, and testing of river samples (Purchasing Office Solicitation No. 2016-005); (B) aquatic toxicity (bio monitoring) testing (2016-006); and (C) annual stream bioassay sampling, testing and identification (2016-007); each being bid independently. 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.
Since the deadline for the submittal of bids, staff has considered the advantages to the City of expanding the scope of work for the laboratory contract services contemplated by procurement solicitation no. 2016-007 (a) by adding bioassessment sampling sites for the Water Treatment Facility in addition to the sampling sites specified for the Water Reclamation Facility, and (b) by specifying that the service provider attend and conduct a post survey report review meeting with City staff. After considering whether expanding the scope of work as described above would be compatible with both the procurement solicitation and the City’s Purchasing Policy, staff believes the public interest would best be served by rejecting all bids and rebidding these services.
Financial Impact
For the reasons listed above, staff recommends the Board of Mayor and Aldermen reject all bids.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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For the reasons listed above, staff recommends the Board of Mayor and Aldermen reject all bids by approving Resolution 2015-93, a resolution to reject all bids for annual stream bioassessment sampling and testing for the Water Reclamation Division of the Water Management Department.