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County pauses IT/GIS remodel award after low bidders missed required paperwork
Summary
Public works identified Schultz Construction as the apparent low bidder on the IT/GIS remodel, but two lower bids omitted the required contractor qualification statement; the low bidder argued the omission was minor and asked the board to waive it, and commissioners requested legal review before awarding the contract.
Public Works reported three bids for the Riley County IT/GIS remodel (east half of the second floor) on June 29 and recommended awarding to the only bidder who met all packet requirements.
"During the opening we had three bids," Public Works said, and staff noted that only BHS had submitted the required contractor qualification statement called for in the bid packet. Schultz Construction was the apparent low bidder but did not include the qualification statement, so staff recommended awarding to the responsive bidder that met the specifications.
Brett Belaloo, president of Schultz Construction, asked the commission to consider the intent of the bids and to waive the missing statement, saying the omission did not affect Schultz's qualifications and that the company's prior performance for the county weighs in its favor. "The qualification statement does not add material value to this project... Our qualifications are well established and the county has firsthand experience with our work," Belaloo said.
County legal counsel told the board the omission raised a legal question about whether a bid should be treated as nonresponsive; counsel recommended time to review the procurement record and advise on whether the bid could be considered. The project architect clarified that the front-end documents used on the project were standard county documents that included the qualification requirement.
The board did not award the contract at the meeting. Commissioners agreed to have county counsel prioritize a legal review and to return with a recommendation within the bid-approval window rather than making an immediate waiver decision.
What happens next: County counsel will review the procurement record and advise whether the omitted qualification statement renders the low bids nonresponsive; the board will reconvene to accept or reject the recommended award within the allowed approval period.
