AgdaPkt 2016-02-08 Closed and Joint SA PFA

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The bid proposal received from Harris Corporation was rejected as non because Harris Corporation failed to return all bid documents and did not fill out all fields of the Bid Proposal Form. This decision is permitted under Se Provisions, which reads in part: “The City reserves the right to amend or reject any or all proposals and also to select, modify or reject any of the bid items as the City sees in its best interest.” Staff recommends that the City they were the only bidder who submitted a valid bid with a radio that met the Fire Department’s bid specifications. irregularity. In the “Signatures for Bidd (included as attachment 3 to this staff report), Red Cloud Wireless did not write in the names of the non-signing officers as requested of corporations submitting bids. Staff recommends that the City Counc Wireless’s bid. This decision is authorized by Section 2.68(C) of the Purchasing Ordinance, which reads as follows: “The Council may waive any irregularities in bids, received or permit the correction erroneous bids when the Council finds that the irregularity or error was not the result of fraudulent intent on the part of the bidder and that the best interests of the public would be served thereby.” ALTERNATIVES The current portable radios have exceeded their useful lifecycle and it would not be economically viable to invest in the continued use and repair of them. Not approving the purchase of these radios would negatively impact the operations of the Fire Depart since they are essential life safety equipment used daily in FISCAL IMPACT Funds in the amount of $350,000 FY 2015 for the purchase of these radios. ENVIRONMENTAL REVIEW This activity is not a project under CEQA as defined in CEQA Guidelines, section 15378, because this ordinance foreseeable physical change in the environment. GLENDON CHAN FIRE CAPTAIN The bid proposal received from Harris Corporation was rejected as non because Harris Corporation failed to return all bid documents and did not fill out all fields of the Bid Proposal Form. This decision is permitted under Section 8 of the General Provisions, which reads in part: “The City reserves the right to amend or reject any or all proposals and also to select, modify or reject any of the bid items as the City sees in its best interest.” Staff recommends that the City Council award the bid to Red Cloud Wireless because they were the only bidder who submitted a valid bid with a radio that met the Fire Department’s bid specifications. Red Cloud Wireless’s bid did contain one minor irregularity. In the “Signatures for Bidder” section of pages 5-6 of the General Provisions (included as attachment 3 to this staff report), Red Cloud Wireless did not write in the signing officers as requested of corporations submitting bids. Staff recommends that the City Council waive this minor irregularity and accept Red Cloud Wireless’s bid. This decision is authorized by Section 2.68(C) of the Purchasing Ordinance, which reads as follows: The Council may waive any irregularities in bids, received or permit the correction erroneous bids when the Council finds that the irregularity or error was not the result of fraudulent intent on the part of the bidder and that the best interests of the public would The current portable radios have exceeded their useful lifecycle and it would not be economically viable to invest in the continued use and repair of them. Not approving the purchase of these radios would negatively impact the operations of the Fire Depart since they are essential life safety equipment used daily in Fire Department operations. Funds in the amount of $350,000 FY 2015-2016 Equipment Replacement Fund Budget for the purchase of these radios. activity is not a project under CEQA as defined in CEQA Guidelines, section 15378, because this ordinance has no potential for resulting in either a direct or foreseeable physical change in the environment. The bid proposal received from Harris Corporation was rejected as non-responsive because Harris Corporation failed to return all bid documents and did not fill out all fields ction 8 of the General “The City reserves the right to amend or reject any or all proposals and also to select, award the bid to Red Cloud Wireless because they were the only bidder who submitted a valid bid with a radio that met the Fire Red Cloud Wireless’s bid did contain one minor 6 of the General Provisions (included as attachment 3 to this staff report), Red Cloud Wireless did not write in the signing officers as requested of corporations submitting bids. Staff il waive this minor irregularity and accept Red Cloud Wireless’s bid. This decision is authorized by Section 2.68(C) of the Purchasing The Council may waive any irregularities in bids, received or permit the correction of erroneous bids when the Council finds that the irregularity or error was not the result of fraudulent intent on the part of the bidder and that the best interests of the public would The current portable radios have exceeded their useful lifecycle and it would not be economically viable to invest in the continued use and repair of them. Not approving the purchase of these radios would negatively impact the operations of the Fire Department epartment operations. 2016 Equipment Replacement Fund Budget activity is not a project under CEQA as defined in CEQA Guidelines, section has no potential for resulting in either a direct or 6.1.B. - Page 2