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Home My WebLink About4.02 FrontCountrUpgradePh1 CITY CLERK File # [-~ ~,,,-) J (~J (/"~-r~-J~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 19, 2003 SUBJECT: Authorization for Waiver of Competitive Bid, Front Counter Upgrade, Phase 1 Report Prepared by: Lee S. Thompson, Public Works Director ATTACHMENTS: 1) Resolution 2) Section 2.36.050 of the Municipal Code RECOMMENDATION: /D .{X~/ 1) Adopt resolution authorizing waiver of competitive bids 2) Authorize Staff to negotiate with one or more vendors FINANCIAL STATEMENT: The estimated cost of Phase 1 construction is $10,000 DESCRIPTION: On June 17, 2003, the City Council authorized Staff to solicit bids for Contract 03-09, Front Counter Upgrade, Phase 1, which proposed to reconfigure the shelf and drawer space under the Development Services counter to allow more efficient storage and reduce clutter in the general area of the counter. This project was advertised for a period of two weeks; however, no bid documents were taken out and no bids were received. Staff contacted potential bidders and was given two general reasons for not bidding: the contractors were busy with other projects, and there was also concern regarding the construction of the existing counter shell and terrazzo top. Staff maintains the belief that the counter modification is possible without compromising the outer appearance, and therefore proposes to work directly with one or two cabinetmakers to achieve a contract price by negotiation under Section 2.36.050 of the City's Purchasing Ordinance. Staff is requesting authorization to advertise for bids for the second phase of the project, which involves replacing the existing built-in desks with more functional and ergonomic workstations, as a separate item on this agenda. The tWo phases of the project are diverse types of work that would not involve the same vendor. Staff recommends that the City Council adopt the resolution waiving competitive bids and aUthorizing Staff to negotiate with one or more vendors for the Front Counter Upgrade, Phase 1. COPIES TO: g:'a-aiscproj'ffrontcounter\agstauth nego ph 1 ITEM NO. RESOLUTION NO. -03 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING WAIVER OF COMPETITIVE BID FRONT COUNTER UPGRADE PHASE 1 (COUNTER IMPROVEMENTS) WHEREAS, on June 17, 2003, the City Council authorized solicitation of bids for Contract 03-09 Front Counter Upgrade Phase 1; and WHEREAS, after bidding procedUres had been conducted according to the city's Municipal Code, no bids had been received; and WHEREAS, the Municipal Code Section 2.36.050 provides that the City Council may authorize contracts to be made by negotiation if no bids are received follo'~dng a bid announcement; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin authorizes Staff to negotiate with one or more vendors for the improvements included in Contract 03-09. BE IT FURTHER RESOLVED that the Mayor is authorized to execute the contract. PASSED, APPROVED AND ADOPTED this 19th day of August, 2003. AYES: NOES: ABSENT: ABSTAINING: ATTEST: city g: ~niscproj[front counter~reso auth nego ph 1 Mayor 2.361040 E. The' previous experience of the city with the bidder; 'F. The previous and existing compliance by the bidder with'the laws and ordinances; G. The Sufficiency .of the financial re- sources and ability of' the bidder to perform the contract or provide the Service; H. The quality, availability, and adapt- ability of the supplies or Contractual servic- es to the particular use required; I. The ability of the bidder to provide future maintenance and .service' for the use of the subject of the Contract; J. The number and scope of conditions attached to the bid; K. The purchase of products, whenever feasible, containing .the highest amount of posteonsumer and recovered materials prac- ticable. In al! cases, these products must meet reasonable performance standards, and be readily available at a competitive price. In addition, all equipment bought, leased or rented Shall, wherever feasible, be compati- ble with the use of recycled products pur- chased by the city. (Ord. 4-00 § 2; Ord. 16- 83 §4) 2.36.050 Exceptions to competitive bidding requirements. A. The provisions of this chapter requir- ing competitive bidding shall not apply tO the following: 1. Contracts involving the acquisition of professional or specialized services, such as, but not limited to, services rendered by architects, attorneys, engineers, and 'other specializexi consultants; 2. Where'the city' s requirements can be met solely by a single patented article or process; 3. To situations where no bids have been received following bid. announcements 37 under other provisions of this chapter, 4. When the mount involved is less than one thousand dollars ($1,000); 5. When an emergency requires that an order be placed with the nearest source of. supply; . 6. When a purchase involves goods of a technical nature~ where it would be diffi- cult for a vendor to bid on a standard Set of specifications, the Purchasing Agent shall undertake a thorough review of known products and a comparison of features which would most closely meet the' city's needs at the least cost; 7. For janitorial Services for city build- ings and facilities; 8. For maintenance and repair of build- hags and facilities; 9. For maintenance and repair of public streets, including su~.~t sweeping; 10. When another public agency has administered a competitive bidding process within the past two'years for the' same or substantially similar supplies, services, or equipment; .11. When the City Council specifically waives the competitive bid process and authorizes staff to negotiate the purchaSe of vehicles by a four-fifths vote. B. When the procurement falls into any of the categories listed above, the Purchas- ing Agent may authorize contracts made by negotiation; provided, that the amount does not exceed twenty thousand dollars ($20,000). When the mount exceeds twenty thousand dollars ($20,000), the action must be authorized by the City Council. C. Any request for an exception under this section shall include the nature of the contract, amount of the contract, and the reasons why competitive bidding is not feasible. (Ord. 4-00 § 3; Ord. 21~97 § 1;