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Council Meeting July 9, 1996 Santa Monica, CA
TO Mayor and City Council
FROM. City Staff
SUBJECT: Recommendation to Reject Bid to Furnish, Deliver and Install EqUipment for the
City TV Video FaCIlities ProJect. Bid #2567 and Authorize the City Manager to
Negotiate and Execute a Contract for these ReqUirements on the Open Market
Introduction
This report concerns rejection of bid to furnIsh. deliver and Install equipment for the City TV
Video facilities project for the Cable TeleVISion DIvIsion, City Manager Department
Back~round
In response to published Notices InViting Bids {published April 30 and May 1, 1 996) to
furnIsh, deliver and Install equipment for the City TV Video facllrtles project In accordance
wIth City speCIfIcatIOns, bIds were received and publicly opened and read on June 10, 1996.
Proposal forms were mailed to three vendors and notices were advertised In accordance with
CIty Charter and MUniCIpal Code proVISIons. One proposal was receIved as follows:
Vendor Amount
Shoreline. L TD $369.298.53
The bId receIved from Shoreline, Ltd. was found to be non-responsive as It did not Include a
bidders bond as required In the bid speCifications. The other bidders were contacted to
determine why they did not respond to the Notice InViting Bids. One company was not an
authorized dealer for a substantial amount of the equipment specified, even though they had
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JUl 0 9 1996
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requested to be on the City's bid list. The other company's current workload would not allow
them to bid on the project
In order to ensure faIr and open competItIOn, staff WIll re-evaluate bid specIfIcatIOns and
research the open market for other possible bidders
Bud~et/Flnancfal Impact
There are no budget or financial Impacts associated with the recommendation contained In
thiS report. Appropriation authority for the negotiation and execution of the contract by the
City Manager Will come out of fiscal year 1995/96 Capital Improvement Program account
number 51-710-207-20096-8900-99565, "City TV Replacement EqUipment."
RecommendatIOn
It IS recommended that the award of Bid #2567 submitted by Shoreline, Ltd. be rejected and
the City Manager be authorized to negotiate and execute a contract for the requirements on
the open market.
Prepared By. Pam Wortham, Purchasmg Agent
Diane Howell, Buyer
July 1, 1996
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