Subject:
Title
Approval Re: Permission to Quote Materials and Services for Road and Bridge Projects - Countywide
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Fiscal Impact:
Funding is available in the Road and Bridge Fiscal Year 2021 budget.
Dept/Office:
Central Services/Purchasing Services
Requested Action:
Recommendation
It is requested the Board of County Commissioners:
- Authorize Public Works and Purchasing Services staff to utilize written quotations, in lieu of the standard formal bidding process to acquire construction materials or services on an individual/single basis per Board Policy;
- To award to the lowest responsive quotation through September 30, 2022 when any of these situations occur:
o Items on annual bid that contractors are not able to provide;
o Items are not on the annual bid/quotes/proposal listing, as previously approved;
o Items are significantly affected by fluctuating market conditions; or
o Items are needed to address public safety concerns.
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Summary Explanation and Background:
Annually, the County awards term contracts, based upon competitive bids and quotes, for various construction materials and services utilized for road projects, such as asphalt, concrete, concrete pipe, base rock, and sod. There are times and circumstances that arise when previously approved contracted vendors cannot provide items that are on the annual bid. Also, there are times when items are not on annual bid due to unforeseen project needs. During past periods of increased demand or during periods of significantly fluctuating prices for construction materials, suppliers have been either unable to supply quantities sufficient to meet the project demands or have been unable to guarantee prices for more than 30 to 60 days, adversely impacting the ability to establish term contracts. Lastly, at times, there are items needed to address public safety concerns.
When these circumstances sometimes occur, the County would be at risk of not being able to begin or complete a project while...
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