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Purchasing committee waives irregularity, awards HVAC contract for Rutherford County Health Department
Summary
Rutherford County’s purchasing committee voted to waive a bid irregularity and approve DP Mechanical’s HVAC bid for the county health department. Staff said DP Mechanical’s $440,036 combined bid was the only offer within the $555,000 project budget; the vote carried by roll call.
Rutherford County’s purchasing committee voted to waive an apparent bid irregularity and award the HVAC replacement contract for the Rutherford County Health Department to DP Mechanical.
Purchasing staff reported that four bids were opened for the project and that one bidder, Matrix Mechanical, did not register properly with the office. Purchasing also said that what it first identified as a low base bid from BP Mechanical omitted a bid bond and that the company later provided the bond after being contacted. "Considering the budget for the project was $555,000 for the construction, the total bid from DP Mechanical being $440,036 is the only bid submitted that bid within the project budget to get both the base bid and the add alternate," purchasing staff said.
Committee members discussed the procedural options for handling the omitted bond. Staff noted the bidding documents allow the owner to "waive informality and irregularities in bids submitted, if the bid is within the owner's best interest." A commissioner moved to accept the recommendation to waive the irregularity and approve the DP Mechanical bid; the motion was seconded and carried on a roll-call vote.
The committee’s action directs county staff to proceed with contracting processes necessary to start the work, subject to any further administrative or budget approvals required before construction begins. The purchase and construction phases will be scheduled and funded through the county’s usual capital process.
The committee did not record a detailed, named-vote tally in the discussion transcript beyond the roll call responses recorded during the meeting. The committee’s next meeting is scheduled for Dec. 9, 2020.
