AGENDA MEMORANDUM

Meeting Date:           August 28, 2006

From: Mike Thornton, Purchasing Manager

Subject:                      Bid LB-06-08 –  Award to USA Steel Fence Company for $75,079.25.

Resolution authorizing contract with USA Steel Fence Company for Installation of Decorative Vinyl Fence at Sleepy Hollow Sports Complex – Award to USA Steel Fence Company

Staff Recommendation:

Staff recommends awarding Bid LB-06-08 to USA Steel Fence Company and adopting a resolution authorizing execution of an agreement with USA Steel Fence Company for $75,079.25 pursuant to LB-06-08.

Analysis:

The purpose of this bid is for contracting of all labor and materials for installation of a decorative vinyl fence at the Sleepy Hollow Sports Complex.  Potential suppliers were notified both through Demandstar.com and legal notices published in local newspapers.  On May 12, 2006 the Purchasing Division received nine bid responses.  Attached is a copy of the tabulation sheet as well as the contract.  Staff reviewed the bid responses for conformity to terms, conditions and specifications of the bid as well as costs.  USA Steel Fence Company is the lowest responsive bidder for the Sleepy Hollow Sports Complex project with a bid of $101,942.00.  The amount of fence to be installed has been reduced from the initial bid because a local developer installed a vinyl fence along the south boundary of the complex.  The revised price of the project is now $75,079.25.

The lowest bidder was deemed non-responsive after submitting an incomplete bid quotation.  The omissions by the vendor were material and could have an affect on the accuracy or validity of the quote they submitted.

Options:

1. Approve the resolution authorizing the agreement with USA Steel Fence Company for $75,079.25, or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

A total of $75,079.25 is available in the account and category specified for this purpose.

Submission Date and Time:    8/23/2006 7:05 PM8/23/2006 12:56 PM____

Department: _Recreation  and Parks____ Prepared by:  _Mike Thornton_________ Attachments:         Yes_X__   No ______ Advertised: Yes_Not Required ______ Dates:   ____4/10/2006_____________                      Attorney Review :       Yes_X_  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                    Deputy C.M. ___________________                                          Submitted by: City Manager _______RS____________

Account No. _031-8125-572.63-10__ Project No. __310081____________ WF No. _____WF065429 / 003____ Budget  _____$126,500__________ Available ____$126,500__________