Public works asks council whether to reject late bids after delivery delay; staff aims to modernize sealed-bid process

Public Works said a traffic crash delayed hand-delivered and courier bids for balers and a butt-fusing machine, and multiple proposals arrived late after the scheduled opening. The department asked the council whether to accept only the timely bids, which would disqualify late submissions, or to reject all bids and reissue the solicitation with a later deadline.

Staff explained that city policy does not accept electronic bids for these solicitations, and that late receipt would normally disqualify the submissions. Several councilors noted the practical unfairness of missing bids caused by extraordinary circumstances but also emphasized the importance of following the city’s bidding rules. Staff and councilors discussed possible changes: shifting to afternoon deadlines, avoiding Monday openings to give couriers weekend time to deliver, and moving to an online sealed-bid platform that would eliminate physical-delivery delays.

Staff said they will not unilaterally contravene procurement rules and recommended taking the timely bids to the upcoming council meeting for award unless the council directs rejection and rebid. Councilors suggested modernizing the bid process; staff said they are talking with a vendor to implement an online sealed-bid system.

Ending: Staff will proceed to present the on-time bids to council for action unless the council directs a rebid; staff will continue work on an online sealed-bid platform and propose process changes to reduce late-delivery risks.