Report to Mayor and City Council
Tuesday, August 06, 2024
Consent
SUBJECT:
Title
CONSIDER REJECTION OF ALL BIDS RECEIVED FOR INVITATION FOR BIDS (“IFB”) 24-15 FOR CROSSING GUARD SERVICES (CITY COUNCIL)
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I. SUMMARY
The City’s Municipal Code (“CMC”) enables the awarding authority to reject any and all bids or proposals received as a result of the City’s Formal Bidding or Competitive Proposals Procedures. The City’s bid and proposal evaluation process is a crucial and often complex process the involves City Staff analyzing bids or proposals to determine the most advantageous award option for the City.
Staff issues an Invitation for Bids (“IFB”) 24-15 for Crossing Guard Services on June 20, 2024. After the opening of the bids received, Staff conducted an evaluation process and were unable to reach an award determination based on the evaluation criteria included in the IFB documents.
As a result, Staff are recommending the City Council authorize the rejection of all bids received pursuant to CMC Section 2610(k).
II. RECOMMENDATION
Recommendation
REJECT all bids received for Invitation for Bids (“IFB”) 24-15 for Crossing Guard Services.
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III. ALTERNATIVES
TAKE another action as deemed appropriate by the City Council, consistent with the requirements of the law.
IV. BACKGROUND
On June 20, 2024, the City issued IFB 24-15 for Crossing Guard Services throughout the City. The IFB remained open through July 8, 2024 at 10:00 AM and the City recorded a total of seven (7) responses received. After thorough evaluation, Staff were unable to reach an award determination based on the contents included in the original IFB documents.
As a result, Staff are recommending the City Council authorize the rejection of all bids received pursuant to CMC Section 2610(k). Staff will be revising the solicitation approach, incorporating more elaborate and appropriate evaluation criteria, updating specifications, and re-soliciting the work in the near future. All future efforts to secure crossing guard services for the City will be made in strict compliance with the City’s Purchasing Ordinance.
The current City contract will cover the start of the upcoming school year to ensure safe crossing for students, parents, and residents at all major intersections. Staff will continue working to ensure there is no lapse in coverage for these critical services.
V. FISCAL IMPACT
None.
VI. EXHIBITS
1. Bid Register - IFB 24-15 (pg. 3)
Prepared by: Josilla Togiola, Purchasing Manager, Nora Garcia, Emergency Services Manager