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Commissioners flag RFQ for county generator: bids received, specs may be out of code; staff to reissue
Summary
Two RFQ responses for a county emergency generator arrived but staff told commissioners the RFQ used an outdated specification that may not meet current code; commissioners were warned of potential large change orders and directed staff to rework the RFQ/specifications before proceeding.
Columbia County staff reported on July 14 that two responses arrived for a requested RFQ for an emergency generator, but that the RFQ used an outdated specification that may not comply with current electrical code. Commissioners were warned that accepting current bids could expose the county to substantial change orders.
County staff opened two proposals on the record: one from a company identified as Legacy Power Systems and one from Apex Mechanical. The manager reading the bids reported Apex Mechanical’s lump-sum price at $243,702. Staff and a local vendor (Charlie Bergen of Walla Walla Electric was cited in an email) warned that the RFQ was based on an older RFQ template that requested specs no longer up to code. A county staff member summarized: “Because we used an old RFQ that doesn't meet code, the likelihood that these RFQs we have received today are not gonna be acceptable because we inadvertently used an old [one] asking for specs that are no longer code.”
Meeting participants said a vendor (Charlie Bergen, referenced as president and CEO of Walla Walla Electric in an email) had warned the county that an accepted proposal could require a large change order to correct code compliance. Commissioners expressed concern that the county could be contractually obligated and then face a sudden, large increase in cost.
On the record, commissioners directed staff to proceed cautiously: do not accept the current bids as-is and revise the RFQ/specifications to reflect current code before going back out to bidders or reopening the procurement. Staff indicated they will reissue the RFQ with updated specifications.
No contract was awarded at the meeting; staff will update the RFQ to current code, seek clarified bids and report back to the board.
