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Committee recommends awarding Well 11 maintenance bid to lowest responsive bidder
Summary
Staff recommended and the committee approved awarding the Well 11 maintenance contract to the lowest responsive bidder after vetting references and past performance. Committee members questioned whether the city must always accept the lowest bid and asked about the large spread between bidders and the budget.
City staff recommended awarding the Well 11 maintenance contract to the lowest responsive bidder and the committee voted to approve the recommendation.
A committee member asked whether the city is obligated to accept the lowest bid. Staff replied, "No, we review every bid, check our qualifications... sometimes they'll have a little bit or they may forget something and they'll actually remove their bid from the process. So no, we don't always have to take the lowest bid. We typically do in a government type of setting." Staff said they performed reference checks, personally spoke with a bidder owner, and that Well 11 is one of the easier wells to pull if a contractor must remove equipment.
Committee members noted the bid came in well below the budgeted amount ($70,000 budget, low bid about $39,000) and pressed staff on differences between bidders and whether work scope or contractor overhead could account for higher prices. Staff said the contract includes performance metrics and standards and that the city will monitor contractor performance under the contract.
The motion to award the contract was moved and seconded and passed by roll call.
