HomeMy WebLinkAbout9 Dispense Bid - Landscape Services rr - AGENDA ITEM # 9
-�'TRUCKEE DONNE
1 Public Utility District
MEETING DATE: May 3, 2023
TO: Board of Directors
FROM: Mike Salmon, Chief Financial Officer
Brian Yohn, General Services Manager
SUBJECT: Consideration to Dispense with Competitive Bidding and Negotiate
Directly with Vendors for FY23 Landscape Services
APPROVED BY J -
Brian (.. Wright, General Manager
RECOMMENDATION:
a.) Make a finding to dispense with competitive bidding for FY23 landscape services
contract; and
b.) Authorize the General Manager to negotiate directly with contractors for an annual
landscape service contract for FY23, subject to approval and final authorization by the
Board of Directors.
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 provide efficiencies in streamlining administrative workloads and avoiding
delays when products and services are needed throughout the year.
In October 2022, as part of the FY23 annual procurement process, the District published
a request for bids for Landscape Services two separate times. The bid openings were
held on October 25 and November 18, 2022 at the District offices. At the time of the bid
opening the District received no bids. With no bids received, staff reviewed and updated
the bid documents with a revised scope of services and bid schedule.
In March 2023, the District published a request for bids for Landscape Services with
revised and updated bid documents. The bid opening was held March 23, 2023 with one
response received.
ANALYSIS AND BODY:
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Following the bid opening, staff reviewed the bid submittal and determined it to be
incomplete and the bid was rejected; therefore no responsive bids were received. Staff
recommends the Board of Directors make a finding to dispense with competitive bidding
for landscape services and authorize the General Manager to negotiate directly with
qualified service vendors.
Staff will present a recommendation for award of contract with a vendor to the Board at
an upcoming regularly scheduled meeting.
This item is in support of the following objectives and goals identified by the District.
GOALS AND OBJECTIVES:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
4. Provide reliable and high-quality electric supply and distribution system to meet current
and future needs.
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:
There is no fiscal impact associated with this item. Contracting with a Landscape Service
vendor for landscape services will be postponed until additional negotiations can be held
and quotes can be received for consideration for approval, with funding being held in the
Facilities Maintenance Operations Fund.
ATTACHMENTS:
None.
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