TITLE
Consider a memorandum/resolution authorizing the rejection of Bid No. 18-16 for concrete, street materials, top soil, rock, and slurry seal services.
SUMMARY
DATE: July 17, 2018
TO: Ronald L. Olson, City Manager
FROM: David A. Olson, Executive Director of Public Works
SUBJECT: Authorize the Rejection of Concrete, Street Materials, Top Soil, Rock, and Slurry Seal Services, Bid 18-16
BACKGROUND AND FINDINGS:
The City of Killeen advertised for bids for the procurement of the City’s estimated annual requirements of Concrete, Street Materials, Top Soil, Rock, and Slurry Seal Services. These items include Concrete, Sac Grout, Bedding material, Thermoplastic, Crack Seal, Slurry Seal Services, Type D Asphalt, Type C Asphalt, 1.5 Asphalt Overlay, Cold mix Asphalt, Top Soil, Base Material, and Rip Rap Rock. The intent was to select one or more qualified bidders to supply materials or services. Two addendums to the bid package were issued in the process, modifying the relevant bid table.
On June 20, 2018, (7) seven bids were received and read aloud at 2:15 p.m. in the Council Chambers. The bids received were from Viking Construction, Killeen Crushed Stone, Nathan Neiman, Dream Team, Killeen Ready Mix, Oldcastle Materials, and Lonestar Paving.
Numerous observations were made following the opening of the submitted bid packets:
VENDOR ISSUE CORRECTION REQUIRED
Viking Construction Blur out Pg 20 w/ no initials Strike out only w/ initials
Killeen Crushed Stone No Addendums attached Attach All Addendums
Pg 29-114 not included Include all pages of bid
Check list blank Fill out entire bid
Nathan Neiman Pg 29-127 not included Include all pages of bid
Dream Team Pg 17,11-19,21-23,27-127 Include all pages of bid
Not included
Killeen Ready Mix No Addendums attached Attach all Addendums
Pg 29-113 not included Include all pages of bid
Oldcastle Materials Bid Packet Complete
Lonestar Paving Bid Packet Complete
Street Operations along with Purchasing staff have evaluated the bid for conformance with the bid information and instructions and recommend rejecting all the bid submittals due to the majority of unresponsiveness and lack of competitive bids available. The general instructions and preparation of bids conditions within the bid documents allow the City to reject any and all bid proposals. Following rejection, it is City staff’s intent to re-advertise for competitive and responsible bidders.
THE ALTERNATIVES CONSIDERED:
1) Award the bid based upon non-responsive and incomplete bids.
2) Reject all bids.
CONFORMITY TO CITY POLICY:
Per Bid Information and Instructions, Preparation for Bids, all errors or changes in the bid shall be corrected by striking through the error or change once in ink. The bidder shall initial next to each correction made. Bid documents must be complete and sealed in an envelope. It is bidder’s responsibility to obtain and acknowledge all addendums and include with bid submittal.
FINANCIAL IMPACT:
The rejection of Bid No. 18-16 will result in the re-advertisement of this bid at an approximate cost of $250.
RECOMMENDATION:
City staff recommends that the City Council reject the (7) seven bid submissions for Bid 18-16 Concrete, Street Materials, Topsoil, Rock, and Slurry Seal Services.
DEPARTMENTAL CLEARANCES:
Legal
Finance
Public Works
ATTACHED SUPPORTING DOCUMENTS:
N/A