Rejection of Quote - 2022 Biosolids Trucking for Land Application Contract Proj No. 122-031 - Trucks R Us Inc.

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INTER-OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF UTILITIES TO: Board of Public Works Members FROM: Jacob M. Klosinski, P.E. Assistant City Engineer SUBJECT: Reject Quotes Project No. 122-031 2022 Biosolids Trucking for Land Application Annual Contract (PR-00015085) DATE: March 3, 2022 On February 22, 2022 the Board of Public Works opened and read unit price bids for the above project. The Division of Utilities and Division of Engineering reviewed the documents and finds the information correct and but incomplete. Only one bid was received. The lone quote submission was provided by Trucks R Us. Of the M/WBE Contract goal of 16.9% (MBE = 6.4%, WBE = 10.5%), Trucks R Us has committed to M/WBE involvement of 10% MBE and 0% WBE citing issues with availability of the State of Indiana website at the time the vendor prepared the bid and was unable to confirm WBE availability for the work. After careful review of the quote package and upon contacting Trucks R Us personnel to verify whether good faith efforts were made, the Division of Engineering, Office of Diversity and Inclusion and the Legal Department have reviewed the information provided by the Contractor at the time of quote submission and have determined the quote to be non-responsive. It was determined that Trucks R Us had the opportunity to contact WBE for inclusion in the project. Good faith efforts were not presented at the time of quotation nor were they able to be confirmed through conversation with Contractor representatives following the receipt of the quotation. Therefore, the review team is recommending that the Board of Public Works reject the lone quotation. The review team is also recommending that the Board of Public Works approve the Division of Utilities seek open market quotes. The Bids ranked as follows: Bidder Unit Price Bid “Per Truck Per Hour” 1. Trucks R Us $130.00 We kindly request that the Board of Public Works consider the rejection of the quote and provide direction to solicit quotations for this work on the open market. If trucking quotes can be obtained quickly, land application could still begin in March if field conditions are acceptable and schedules permit. The Division of Utilities will appropriate sufficient funds from the Organic Resources, Contractual Services Other Account (641-06-605-515-439001) once a contractor meeting the requirements of the Specifications can be selected. For questions regarding the above recommendation or the subject project, contact Jacob M. Klosinski (Ext. 9496) at the Division of Engineering. March 8, 2022