HomeMy WebLinkAbout8 Dispense Bidding and Negotiate Directly w Vendors - Fence and Gate Repair Services'400 TRUCKEE DONNER AGENDA ITEM "
Public Utility District
MEETING DATE: January 18, 2023
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
Mike Salmon, Chief Financial Officer
SUBJECT: Consideration to Dispense with Competitive Bidding and Negotiate
Directly with Vendors for the FY23 Procurement of Fencing and Gate
Repair Services
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
a.) Make a finding to dispense with competitive bidding for FY23 Fencing and Gate
Repair Service Contract.
b.) Authorize the General Manager to negotiate directly with contractors for an annual
fencing and gate repair service contract for FY23.
BACKGROUND:
Historically, staff has presented annual procurements to the Board for consideration and
approval in the December timeframe, before the start of the next fiscal year. Services
procured under this action are routine and recurring in nature. Annual procurement
approvals have provided efficiencies in avoiding downtime while waiting for traditional
bidding practices for landscape services.
During the FY23 annual procurement process, staff engaged in the public bidding process
to solicit bids for fence and gate repair services two separate times.
Bid advertising for fence and gate repair services began in October 2022, and the bid
openings were held on October 25, and November 18, 2022. No responsive bids were
received.
ANALYSIS AND BODY:
One option could be to repost the bid for these services. However, due to limited vendors
that supply this service locally, there is a high degree of uncertainty if reposting the bid
will yield a different result. Reposting the bid would also require additional staff time and
resources that could be better spent elsewhere. Alternatively, the District could make a
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finding to dispense with competitive bidding and allow staff to negotiate directly with the
vendor(s). In order to proceed with this option, the Board must make a finding to dispense
with competitive bidding in accordance with California state law.
Therefore staff recommends that the Board make a finding to dispense with competitive
bidding for the following FY23 procurement of fence and gate repair services.
Staff also recommends that the Board authorize the General Manager to negotiate
directly with vendors for the FY23 procurement of landscape services.
GOALS AND OBJECTIVES:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient, and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
The FY23 Budget of $105,955 in account 1.7.935.10.498 is currently estimated to be
sufficient to fund this item.
ATTACHMENTS:
None.
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