Explanation
BACKGROUND: This ordinance would enable the City to establish Universal Term Contracts (UTC) for the option to purchase Water Meters and Appurtenances for the Division of Water. A UTC is an agreement authorized by ordinance of city council and established by the director of finance or designee, for the option to purchase or sell an estimated amount of goods or services at a specified rate or price schedule for a specified time period. The term of the proposed UTC would be for one year, with an option to extend the agreement for one additional year. The original UTC period is proposed through December 31, 2005. The extension would be through December 31, 2006.
The Finance/Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA0001120. In addition to posting an advertisement for bids on the City Bulletin/City Website, forty-two (MAJ: 42) bidders were solicited. The bidders are solicited in response to completing a vendor registration process conducted by the Finance/Purchasing Office. Vendor registration is the City's method of maintaining a database regarding who may be interested in doing business with the City for a particular commodity or service. Once that commodity or service is being bid, any City agency can access the bid mailing information for every company that expressed an interest in doing business with the City. While it is still the potential bidder's responsibility to seek opportunities, this vendor registration method and retrieval enables the City to be more inclusive in its solicitation processes. The Finance/Purchasing Office opened formal bids on June 10, 2004 and received six (MAJ: 6) bids.
While there were lower bids originally submitted, the evaluation did not get completed until after the 120 days of required bid validity had passed. Not all bidders, when invited, offered to extend their bid validity beyond the 120 days and therefore their bids exp...
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