Broken Arrow Municipal Authority
Meeting of: 05-03-2016
To: Chairman and Authority Members
From: Department of Utilities
Title:
title
Consideration, discussion and possible award of the lowest responsible bid, to HD Supply Waterworks Ltd., and approval of and authorization to execute an agreement for the supply of meter boxes, replacement meter box covers and meter connection accessories for the Automated Meter Reading Project
End
Background:
Utilities Department Staff worked with the Purchasing Division to rebid the procurement of meter boxes, replacement meter box covers and meter connection accessories for Phase I of the Automated Meter Reading Project. When the procurement of the above supply contract was initially sent out for bids, only three (3) were received. The bids were opened on January 6, 2016, for bid solicitation No. 16.111. Staff reviewed the bids and recommended that the Authority reject the bids at the regularly scheduled meeting of January 19, 2016, due to errors in the bid specifications. A copy of the January 19, 2016, Fact Sheet is attached.
For the second bid solicitation, Bid package No. 16.128 was mailed out to seven (7) vendors. A mandatory pre-bid meeting was held on March 8, 2016, and four (4) vendors attended the meeting, along with a representative from the Oklahoma Water Resources Board.
Three (3) bids were received and opened on March 23, 2016. Pursuant to the attached bid tabulation, Utility Supply Company was the low bidder. On March 24, 2016, a representative from Utility Supply Company contacted city Purchasing Agent and Metering Division Supervisor and advised them of an error in pricing of two (2) sizes of meter pits (meter boxes) and requested to withdraw their bid. An email was sent to the Purchasing Agent confirming the withdrawal. A copy of the email is attached.
Utility Supply Company failed to include the cost of the lids ...
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