Title
Consider a memorandum/resolution rejecting all bids received for Bid No. 25-20, Control Valve Replacement Project at three pump stations and three elevated storage tanks.
Body
DATE: April 15, 2025
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Reject all bids received for Bid No. 25-20, Control Valve Replacement Project at three pump stations and three elevated storage tanks
BACKGROUND AND FINDINGS:
City Staff solicited bids for control valve replacement at three pump stations (No. 3, No. 5, and No. 7) and three elevated storage tanks (EST) (Southeast EST, Bundrant EST and Rodeo EST). This was a multi-year solicitation.
On February 19, 2025, Purchasing received one response to Bid No. 25-20 Control Valve Replacement. Upon review of the bid, the respondent's bid proposal was submitted with pricing inconsistencies between locations despite identical valve sizes and similar replacement requirements. The cost discrepancy between stations raises concerns about bid accuracy and pricing methodology.
Water and Sewer Operations, along with Purchasing staff, recommend rejecting all bids due to receiving only one bid that did not meet the specifications as called out in the bid documents. It is believed that Staff would have a better response by going out to bid annually and utilizing co-operatives for the procurements of these items. The general instructions and preparation of the bid conditions within the bid documents allow the City to reject any and all bids.
THE ALTERNATIVES CONSIDERED:
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Which alternative is recommended? Why?
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CONFORMITY TO CITY POLICY:
This document conforms with state and local policies.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
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Is this a one-time or recurring revenue/expenditure?
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Is this revenue/expenditure budgeted?
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If not, where will the money come from?
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Is there a suffici...
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