DATE: November 5, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Michelle Hatcher, Water Management Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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*Consideration Of Recommendation To Reject All Bids For Supply And Delivery Of Bid Sludge Polymer For Wastewater Sludge Dewatering (Purchasing Office Procurement Solicitation No. 2019-003)
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Purpose
The purpose of this procurement would be to purchase the supply and delivery of bid sludge polymer for wastewater sludge dewatering. This chemical product is necessary and would be used for the routine operation of the City’s Water Reclamation Facility.
Background
The City published on July 12, 2018 a Notice to Bidders in the Williamson Herald for supply and delivery of sludge polymer for wastewater sludge dewatering. In addition, bid documents were sent on or about the same date directly to 41 potential bidders known or thought to be interested in this solicitation. Bids from three (3) suppliers were publicly opened at the bid opening held on August 23, 2018. A tabulation of the bids received for this solicitation is attached.
One of the bidders has recently objected to the method used by the City for calculating the value of its bid. Upon consideration of the objection, staff recommends the City reject all bids so that staff may pursue revising and reissuing the specifications as part of a new procurement solicitation for supply and delivery of bid sludge polymer for wastewater sludge dewatering.
Financial Impact
If the Board of Mayor and Aldermen approves the recommendation to reject all bids, then staff expects to pursue revising and reissuing the specifications as part of a new procurement solicitation for supply and delivery of bid sludge polymer for wastewater sludge dewatering.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids, and doing so is what staff recommends. As an option to this recommendation, the Board of Mayor and Aldermen could direct staff to prepare a recommendation to award the procurement to the lowest and most responsive and responsible bidder of the bids received pursuant to Purchasing Office Procurement Solicitation No. 2019-003.
Recommendation
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Staff recommends the City reject all bids received pursuant to Purchasing Office Procurement Solicitation No. 2019-003 for supply and delivery of bid sludge polymer for wastewater sludge dewatering.