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Bid opening revealed administrative elimination of one bidder after failure to acknowledge addenda
Summary
During the bid review, staff said one bidder was administratively excluded because its submittal did not acknowledge two addenda required by the RFP; committee members debated whether that omission was a minor oversight or material noncompliance.
Staff told the subcommittee that each sealed bid envelope was opened publicly and bid amounts were read aloud at the designated time. During that process staff discovered one bidder had not acknowledged the two addenda issued during the procurement and therefore was administratively eliminated.
"Each sealed envelope was opened, and the bids, bid amount was was read out loud," Tony Boyd, public works director, explained when describing the public opening. Boyd said the firm listed in the record as Quercus (transcript spells variants) had marked that it did not acknowledge the addenda; staff said that omission prevented verification that the bid reflected addenda changes and required exclusion under procurement rules, to avoid potential protests from other bidders.
Committee members sympathized that the omission could be a minor clerical error but agreed that the procurement rules and public‑bid process leave little room for post‑opening correction. The committee accepted staff's administration of the procurement record and continued discussion on the remaining bids.
