Item 1.9 - Reso Terminating Bid and Authorizing Open Market Purchasing of 6 Truck BodiesAPPROVED
11
APPROVED AS AMENDED
O
(SEE MINUTES)
DENIED
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REMOVED
O
CONTINUED
RESOLUTION NO. q' V
TO: Honorable Mayor and Members of the City Council
FROM: Tina M. White, Interim City Manager r
INITIATED BY: Leah Browder, Director of Public Works
Pat Ryan, Public Works Operations Manager
SUBJECT: Resolution Terminating Bid Process for Purchase for the
Construction and Installation of Six (6) Truck Bodies, RFB
14 -007, and Authorizing Open Market Purchasing or
Competitive Negotiations
Summary:
A notice inviting bids for Purchase for the Construction and Installation of Six (6) Truck
Bodies, RFB 14 -007, was duly advertised on January 9 and 16, 2014. One bid was
received and opened on February 13, 2014. Staff reviewed the bid and determined the
sole bid was non - responsive due to the lack of the required bid security. In the event no
responsive bids are received, the City Council may direct staff to proceed with the
purchase by the open market process or competitive negotiations, in accordance with
California Public Contract Code Sections 20166 and 20167 and Poway Municipal Code
Section 3.28.070 (E) and 3.28.080.
Recommended Action:
It is recommended that the City Council adopt the attached Resolution terminating the
bid process for Purchase for the Construction and Installation of Six (6) Truck Bodies
and authorizing open market purchasing or competitive negotiations pursuant to
California Public Contract Code Sections 20166 and 20167; and authorize the Interim
City Manager to execute any necessary documents. This item requires a four - fifths vote
of the City Council pursuant to Public Contract Code Section 20167.
Background:
The City is purchasing six (6) truck chassis to be customized with truck bodies. The
trucks are assigned to City divisions responsible for the maintenance of City
infrastructure.
Findings:
To reach the broadest market, the bid for the Construction and Installation of Six (6)
Truck Bodies, RFB 14 -007 was kept open for five weeks. It was duly advertised on
1 of 4 April 15, 2014 Item # 1. 9
Resolution Terminating Bid Process for Purchase for the Construction and Installation of
Six (6) Truck Bodies, RFB 14 -007, and Authorizing Open Market Purchasing or
Competitive Negotiations
April 15, 2014
Page 2
January 9 and 16, 2014. Once the bid was advertised, staff called several businesses
to make them aware the bid was available. The bid opening was held on February 13,
2014. One bid was received but it was deemed non - responsive. In the event that no
bids are received for a public project, per the Municipal Code and upon four -fifths vote,
the City Council may direct staff to proceed with the purchase by open market purchase
or competitive negotiations, in accordance with California Public Contract Code
Sections 20166 and 20167.
Fiscal Impact:
Sufficient funds are appropriated in the budget (0105 -6104) for the open market
purchase of these truck bodies.
Environmental Review:
This action is not subject to CEQA review.
Public Notification:
None.
Attachment:
A. A Resolution of the City Council of the City of Poway, California Terminating Bid
Process for Construction and Installation of Six (6) Truck Bodies and Directing
Open Market Purchasing or Competitive Negotiations
2 of 4 April 15, 2014 Item # I. 9
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA
TERMINATING BID PROCESS FOR CONSTRUCTION
AND INSTALLATION OF SIX (6) TRUCK BODIES AND
DIRECTING OPEN MARKET PURCHASING
OR COMPETITIVE NEGOTIATIONS
WHEREAS, the City of Poway did duly advertise for bids for purchase for the
construction and installation of six (6) truck bodies; and
WHEREAS, the time set for the deadline to receive bids for the purchase of the
truck bodies was 3:00 p.m. on February 13, 2014; and
WHEREAS, one bid was received but it was deemed non - responsive due to the
bidder's failure to provide the required bid security; and
WHEREAS, Poway Municipal Code Section 3.28.070 (E) provides that in the
purchase of equipment in excess of $50,000, the City Council may reject all bids and
readvertise for bids or, if no bids were received, the City Council may follow the
procedures set forth in Public Contract Code Section 20167 and direct the Director of
Administrative Services, or a person designated by the Director of Administrative
Services to proceed with procedures for purchase of the equipment through the open
market process or competitive negotiations; and
WHEREAS, Purchasing, in concurrence with the Director of Administrative
Services, recommends that the City Council authorizes the termination of the bid
process and directs the Director of Administrative Services or a person designated by
the Director of Administrative Services to proceed to acquire the truck bodies through
either open market purchasing or competitive negotiation with one or more vendors; and
WHEREAS, the City Council believes it to be in the best interest of the City to
proceed with the acquisition and construction of the truck bodies through either open
market purchasing or competitive negotiation with one or more vendors.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway
as follows:
Section 1: The City Council hereby finds that after fully complying with the
City's purchasing ordinance, no responsive bids were received for the purchase for the
construction and installation of six (6) truck bodies.
Section 2: The City Council hereby terminates the bid process for the
purchase for the construction and installation of six (6) truck bodies, and directs the
Director of Administrative Services or a person designated by the Director of
Administrative Services to proceed to acquire the truck bodies through either open
3 of 4 ATTACHMENT A April 15, 2014 Item # 1•9
Resolution No. 14-
Page 4
market purchasing or competitive negotiation with one or more vendors, such procedure
to be determined by the Director in his sole discretion.
Section 3: This Resolution shall require a four -fifths vote of the City Council.
PASSED, ADOPTED AND APPROVED by the City Council of the City of
Poway at a regular meeting this 15thth day of April, 2014.
Don Higginson, Mayor
ATTEST:
Sheila R. Cobian, CMC, City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO)
I, Sheila Cobain, CMC, City Clerk of the City of Poway, do hereby certify under
penalty of perjury that the foregoing Resolution No. 14- was duly adopted by the City
Council at a meeting of said City Council held on the 151h day of April, 2014, and that it
was so adopted by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
Sheila R. Cobian, CMC, City Clerk
City of Poway
4 of 4 April 15, 2014 Item # I