Title
Bulk Material Purchases - Waive Bidding Process
History
Historically, the Public Works and Parks Departments have joined forces and requested bids from various vendors for all of their bulk materials such as concrete, asphalt, stone, sand and various materials used in the parks and on the ball fields. Bid packets were sent out to various vendors. In return, bids were received only for items used once or twice a year. However, the vendors did not bid on the items needed on a continual basis. Upon follow-up phone calls, staff was advised that the vendors would not commit to long-term pricing because of the continual rising costs of petroleum based products. In order to keep operating, staff has been purchasing the necessary materials on an as-needed basis within the current purchasing limits of each Department. Therefore, it is recommended that the required bidding process for bulk materials be waived and the Departments be authorized to purchase bulk materials as needed for an amount not to exceed the Board approved budgeted line items.
At 6:00 p.m. on June 18, 2007, this item was reviewed by the Public Works and Engineering Committee.
Financial Impact
There are separate Board approved line items for both the Public Works and Engineering and the Parks and Recreation Departments for the purchase of bulk materials.
Recommended Action/Motion
I move to approve waiving the bid process for the purchase of bulk materials;
And
Approve authorizing the Public Works and Engineering and Parks and Recreation Departments to purchase bulk materials on an as-needed basis not to exceed the Board approved budget line items.