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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Frank Gifford, Central Services Director �0
Agenda Date: May 19, 2014
Subject: Hybrid Sedans, Bid Rejection
Statement of Issue:
Reject all bids for the supply of hybrid sedans.
Analysis /Strategic Goals /Pros 8 Cons:
At issue is a bid for a five -year contract for a single model of small hybrid sedan to
provide the lowest -cost option for transportation of County personnel. The bid
opening on May 12, 2014, included two responses, both of which are proposed for
rejection: one bid was incomplete and the other proposed a more expensive vehicle
than is suitable for the County's purposes.
Fiscal Impact /Cost Benefit Analysis:
Small hybrid sedans ranked lowest in overall lifecycle cost out of a variety of suitable
vehicles in Fleet Services' analysis for County departments that average 12,000 miles
per year used to transport personnel with minimal equipment. The low bid was
unacceptable due to errors in preparation. The remaining bid was priced too high to
be usable by the County given the requirements of the analysis mentioned above.
Recommendation:
Reject both bids in response to the call for bids for hybrid sedans. The bid
specification will be modified to address issues noted in follow -up calls to rejected
bidders and returned for a second Call for Bids.
Department Contact:
Matt Stewart, Manager of Fleet Services, 344 -9713
Revue' By: /
clip Morley mmistrator Date
TO: Board of County Commissioners
FROM: Matt Stewart, Manager, Fleet Services Division, Department of Central Services
DATE: May 19, 2014
SUBJECT: Recommendation to Reject all Vendor Bids Received and Opened May 12, 2014, for
the Supply of Hybrid Sedans
Fleet Services staff has completed checking the received bids for the referenced project and
recommends rejecting all bids received.
One bid received was non - responsive due to the bidder's failure to bid all lines. This bid was from
Wilder Toyota (95 Deer Park Road in Port Angeles, WA).
The other bid received was responsive with no issues noted except that the bidder proposed a
more expensive vehicle than is suitable for the County's purposes. This bid was from West Hills
Honda (520 West Hills Boulevard in Bremerton, WA). If a contract were awarded at the proposed
price, the County would make little use of it, because the proposed vehicle is not economical
enough in operational costs to overcome the steep initial cost.
Fleet Services has concluded that awarding a contract based on either of these bids is not in the
County's best interest. Fleet Services instead recommends that the Commissioners approve the
rejection of all bids received and subsequently issue a separate call for bids for a specification
revised to address the issues that lead to the problems noted with the two bids received and
proposed for rejection.