Explanation
BACKGROUND: For the option to purchase Automotive Lighting Parts for the Fleet Management Division, the largest user. The term of the proposed option contracts will be two years with an option to renew for one (1) additonal year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000554). Ninety-five (MAJ:94, MBE:1) bids solicited; five (MAJ:5) bids received. The apparent low bidder for items 3, 7 & 14, Ray O'Herron Company, was deemed non-responsive to section 6.7 of the specifications. Their proposal failed to include the required percent discount and price list identifier. The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders:
D&M Distributors, Inc., MAJ, CC#31-0926900, $141,250.00. (The company is not debarred according to the Excluded Party Listing System of the Federal Government.)
Bound Tree Medical, LLC, MAJ, CC#31-1739487, $13,000.00
Total Estimated Annual Expenditure: $154,250.00
Ray O'Herron Company, Inc. did submit a lower bid on items #3, #7 and #14, but their bid was non-responsive because they did not provide the applicable price lists and discounts for these items as requested in specification 6.7 of the solicitation. The Fleet Management Division buys many different parts off of these price lists, no just the representative items listed in the bid document. Therefore, the lack of price lists and discounts renders their bid non-responsive.
Since additional legislation will most likely be necessary for any division to purchase off these option contracts, this ordinance is submitted as an emergency. Without this emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the City Print Services/Purchasing Contra...
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