HomeMy WebLinkAboutIR 10148 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10148
To the Mayor and Members of the City Council June 5, 2018
Page 1 of 2
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*a SUBJECT: BIDS 17-0333 AND 18-0082 INSTALLATION OF FLOORING AT
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The purpose of this Informal Report (IR) is to respond to questions regarding the bid for the installation of
flooring in four libraries. This IR also includes information regarding the subsequent library flooring bid.
In April 2017, the Library Department submitted a requisition to Purchasing to procure replacement
flooring at four libraries. The libraries that were to receive the new flooring were Diamond Hill/Jarvis,
Riverside, Southwest Regional, and East Regional Library. The bid was issued in July. The bid used"best
value" as the evaluation criteria. Following are the criteria and the scoring:
Proposed Contract Cost Maximum 40 Point available
Minority Business Enterprise Participation Maximum 15 Point available
Proposed Schedule Maximum 20 Point available
Reputation/Experience Maximum 15 Point available
Past Relationship with the City of Fort Worth Maximum 10 Point available
The bid was opened on August 24, 2017 and the City received two responses.
In October, Purchasing received a bid protest alleging that the product that was selected was not the
product specified in the bid document. In order to respond to the bid protest, Cynthia Garcia, Assistant
Director in Financial Management Services over the Purchasing Division reviewed all aspects of the bid. It
was determined that the bid specifications did not clearly specify the flooring that was required and that
Purchasing Staff did not follow standard procedures when evaluating the bid responses. Therefore, it was
determined to reject the bids and restart the bidding process. Purchasing staff submitted an item for the
City Council agenda and on December 5, 2017, the City Council approved M&C P-12128 to reject all
responses for bid 17-0333. The Division is working to document procedures and provide training to avoid
these errors in the future. In addition, staff is evaluating the capacity of Property Management to be
engaged in all facility procurements to ensure completeness of specifications.
On December 5, 2017, Purchasing staff issued Bid 18-0082 for the library flooring project. The second bid
also used"best value" as the evaluation criteria. Following are the criteria and the scoring:
Proposed Contract Cost Maximum 40 Point available
Minority Business Enterprise Participation Maximum 15 Point available
Proposed Schedule Maximum 20 Point available
Reputation/Experience Maximum 15 Point available
Past Relationship with the City of Fort Worth Maximum 10 Point available
The bid opened on January 11, 2018 and the City received 5 responses. After the evaluation was
completed, staff placed an item on the City Council agenda and on February 13, 2018, City Council
approved M&C P-12155. The newly awarded vendor was the vendor to lodge the initial complaint.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10148
To the Mayor and Members of the City Council June 5, 2018
Page 2 of 2
RL
i7 Y
*a SUBJECT: BIDS 17-0333 AND 18-0082 INSTALLATION OF FLOORING AT
rrn 4 LIBRARIES
On February 14, 2018, the original selected vendor who was not selected in the second procurement sent an
e-mail to Purchasing protesting the bid award. In the bid protest, the vendor alleged that the awarded
vendor's response did not list an approved product, the bid response did not list the supplier of the material
and it provided for subcontracting.
After a review of the bid and bid responses it was determined that all purchasing procedures were followed
and the awarded response met all of the requirements of the bid. Ms. Garcia notified the protesting vendor
of the decision and informed the vendor of its right to request a panel review. The protesting vendor
requested a panel review, which consists of the Purchasing Manager, an Assistant City Attorney and a
department representative. In this instance, both the buyer and the Director of Financial Management
Services also attended. The panel reviewed all documents and found that there was no impropriety or
unfair criteria applied. On April 5, 2018, a letter was sent to the protesting vendor notifying the vendor of
the decision and informed him of the date of next Council meeting so that they could address the City
Council if they desired. The vendor did not attend the Council meeting on the April 10, 2018. The
Purchase Order was issued for the awarded vendor on April 11, 2018.
The Purchasing Division is scheduled to provide a briefing to the City Council in June to respond to
questions about the statutory and local requirements for the bidding process.
In the meantime, if you have any additional questions,please contact Susan Alanis, Assistant City Manager
at 817-392-8180.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS