2003-09-29 Regular - Laserfiche WebLink

Home Browse Search

Session 1898 September 29, 2003 Mr. Sharpe moved to approve, and Mr. Munkel seconded the motion. Tony Gallina, Fitness Showcase, 1521 Page Industrial Boulevard, questioned the award of the bid as it pertains to the specifications. Citing the Invitation to Bid list, which listed three kinds of equipment to be purchased, he pointed out that two categories of specifications exist: general and preferred. He also alluded to Item R, which demanded safety as the top priority for selection of equipment. While the "preferred" category did define safety features, his concern centers on not knowing which category was selected by the City: general or preferred, and upon assuring that equipment meets required safety specifications. It is important that he knows which of the "three lines" of equipment available, is the line selected. Mr. Ollendorff advised that all bids are open for pubic inspection and invited Mr. Gallina to come in to examine them. He also expressed willingness to note any discrepancies found by Mr. Gallina., and to report them to the Council. Ms. Welsch said she did not understand what Mr. Ollendorff said "at the top", as to the procedure for soliciting bids. Did we ask bidders to bid two separate lines? It seems that we asked for a number of things, but did we make sure everyone bid on the same thing? Did we ask for a bid on the preferred line of equipment, taking safety into account? There is a $13 thousand difference in the preferred line. So are you recommending equipment that is the safest we can get? Mr. Ollendorff then said the recommendation was for equipment that meets the City's specifications and all of its safety requirements, and that is not to say that it does not exceed them by some margin. More expensive equipment may exceed specifications. Different alternatives were sought and received from bidders. The lowest one did not meet all specifications nor did it include all items. The next lowest bid did meet all specifications and provided all items required. Ms. Welsch asked if, when the bid was issued, the City was asking for one thing? Mr. Ollendorff then asked Mr. Moton, Assistant City Manager, to clarify the bid process. Mr. Moton explained that when deciding upon equipment, the City provides general specifications for the manufacture or structure of the equipment, but did not specify the sole source, the contract, as several manufacturers make the same equipment. Each vendor was entitled to read the specifications and provide a product line they felt met these specifications. The City also asked for them to specify where and how the product deviated from the specifications. Staff evaluated the stated deviations to determine if they were materially significant or if they were benign. Each vendor provided either one or two different product lines. Ms. Welsch said her question came from the point raised by Mr. Gallina: did the City ask for two options? Mr. Moton then reviewed the bid process undertaken. First, the City designated the general type of equipment wanted, i.e. bench press, not a specific Page 4