City Council Regular Session Agenda

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  Agenda Item 1.f.       
Meeting Date: 05/21/2019  
Item Title:    Distribution Overhead Line Maintenance & Construction
Submitted By: Ross Owen
Bid Number: 0626-19

Purchase Justification:
This request is to provide distribution overhead line maintenance and construction on an as-needed basis.  Typical work will include the installation, removal, and transferring of overhead 12.47/25kV facilities.  This is a Term Agreement with four (4) optional renewals. 
A term is defined as either the annual expiration date or the expenditure of funds, whichever occurs first.  Subsequent renewals do not require additional City Council approval.  If all optional renewals are exercised, the potential financial impact will be $3,750,000 over the life of the agreement.  Expenditures will not exceed appropriated funds.
A request for bids was issued in accordance with Purchasing procedures.  Three (3) bids were received, two of which were evaluated based on the published criteria of price, experience, safety, and pre-bid meeting attendance.  Bird Electric Enterprises, LLC, did not include the required Bid Bond and took unacceptable exceptions to the bid and was, therefore, deemed nonresponsive.  Irby Construction Company received the highest evaluated score, offering the Best Value for the City.
Award Recommendation:
Vendor Item Amount
Irby Construction Company All $750,000.00
  TOTAL: --------------------------------------
Basis for Award: Best Value  
Purchase Requisition #: 41213

Fiscal Impact
Total Project/Account: N/A
Expended/Encumbered to Date: N/A
Balance: N/A
This Item: $750,000
Proposed Balance: N/A
Account #: 451-6999
Fund/Dept/Project – Description and Comments:
Term Contract sets price but does not commit funds.  Expenses will be charged to Distribution Overhead accounts as incurred in the Operating Budget and Capital Improvement Program.
Bid Recap

Fiscal Reference:  
Budget Type: Operating Budget
Fiscal Year: 2018-19  
Document Location: Operating Budget - Page 215 / CIP - Various  

Budget Director Approval: Ron Young Approval Date: 05/08/2019
Purchasing Director Approval: Gary L. Holcomb Approval Date: 05/06/2019


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