Subject:
Title
Wetland Outfall Weirs and Valves Recommendation to Reject Single Bid Received
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Fiscal Impact:
None
Dept/Office:
Central Services / Purchasing Services / Utility Services
Requested Action:
Recommendation
It is requested the Board of County Commissioners:
- Reject the single bid received in response to Invitation to Bid B-7-21-70, Wetland Outfall Weirs and Valves Project;
- Authorize Purchasing Services to re-advertise a new Invitation to Bid with a revised scope of services;
- Authorize the County Manager, or designee, to execute any resulting contract, contract amendments, or necessary contract extensions upon review and approval from the County Attorney’s Office, Risk Management, and Purchasing Services; and
- Authorize the County Manager to approve any necessary budget change requests.
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Summary Explanation and Background:
On July 22, 2021 Purchasing Services, on behalf of the Utility Services Department formally advertised the Wetland Outfall Weirs and Valves Project in the form of an Invitation to Bid. The solicitation was advertised in an effort to get bids from qualified contractors to upgrade the Wetland Outfall Weirs and Valves at 3658 Charlie Corbeil Way, Melbourne, FL 32940. This Invitation to Bid had an estimated expenditure of $85,000.00. The single bid received was priced at over three times the estimated budget for this project, exceeding $300,000.00.
The County received a single bid response to the Invitation to Bid. The single bid was opened during a public meeting on August 13, 2021. The company that submitted a response was US Water Services located in New Port Richey, FL.
In accordance with BCC-25, Procurement, the policy states:
“If less than two responsive bids, proposals, or replies for commodity or contractual services purchases are received, the Purchasing Manager and User Agency may negotiate on the best pricing, terms and conditions.”
Purchasing Services and Utility Services Department initiated negotiations with US Water Services Corp. Negotiations were unsuccessful due to the negotiated price and budget constraints of the project.
If the Board approves the requested actions, Utility Services will revise the current specifications and requirements in an effort to attract additional respondents when this Invitation to Bid is re-advertised.
In accordance with BCC-25, Procurement, The County Purchasing Manual states that:
“If the County elects to reject all bids submitted in response to a competitive solicitation and concurrently provides notice of the intent to reissue the competitive solicitation, the rejected bids remain exempt from Florida Statute 119.07(1) and 24(a), Article I of the State Constitution until such time as the County provides a notice of intended decision concerning the reissued competitive solicitation. A response is not exempt for longer than twelve (12) months after the initial notice rejecting all bids.”
Based on the above information, if the rejection of bids is approved by the Board, the single response received shall remain exempt from public records requests until a notice of intended decision is posted for the reissued solicitation or for a period not to exceed 12 months, whichever is less.
For the reasons stated above, it is requested that the Board accept the recommendation of Purchasing Services to reject the single bid received, authorize re-advertisement of a revised Invitation to Bid, authorize the County Manager, or designee to execute any resulting contract and contract documents, and approve any necessary budget change requests.
Clerk to the Board Instructions:
None