Explanation
BACKGROUND: To establish a contract for the option to purchase Wooden Utility Poles for the Electricity Division, the largest user. The term of the proposed option contract will be two years with an option to renew for one additional year if mutually agreed. Contract expiration date is March 31, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000593). Thirty-four (MAJ:32) bids solicited; two (MAJ:2) bids received.
While a lower numerical bid was submitted, (Brown Wood Preserving Co., Inc.) their bid was deemed non-responsive for failure to return required pages with their bid document.
Koppers Inc. submitted a lower numerical bid for items 3 and 6. However, the savings estimated is less than the cost incurred by administrating another contract. Therefore, it is not in the City's best economic interest to extend the award to Koppers, Inc. In addition, because of the low estimated yearly usage of these items, Koppers Inc. cannot economically service the City with so few items on award.
R.H. Whelan Co. submitted a lower price for item 8, however their bid is deemed non-responsive for failure to sign their bid document.
The Purchasing Office is recommending award of the contract to the next lowest, responsive, responsible and best bidder.
McFarland Cascade Holdings Incorporated, MAJ, CC#82-0142650
Total Estimated Annual Expenditure: $45,000.00
This company is not debarred according to the Federal Excluded Parties Listing.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Electricity Division will be required to obtain approval to expend from their own appropriations...
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