Agenda - Council - 10/14/1997 - Laserfiche WebLink

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AUTHORIZE BID PROCESS FOR CHIPPING AND HAULING OF DEBRIS/BRUSH REMOVAL By: Jessie L. Hart, Finance Officer Background: As you may recall many areas of the City experienced significant damage during the early July storm and high winds. During the past few months the City Council has been kept apprised of the clean-up efforts and has authorized spending to complete the clean-up. The last step in the process is disposition of the two remaining debris/brush piles located on the properties of Waste Management and A1 Pearson. The City requested quotes from various vendors at the request of FEMA. These bids were sought in good faith although only one was received initially. Please refer to my memo and attachments dated October 10, 1997 regarding the situations revolving around this "bid" or quote process. [Attached for your reference] What it boils down to is whether or not it is necessary to go through the process of sealed bids. It is in my opinion, and is shared by City Attorney Bill Goodrich, that we proceed with this issue by going through a formal sealed bid process. It is anticipated that the cost could be in excess of $25,000 resulting in the need for sealed bids under Minnesota Statute 471.345 Uniform MunicipaI Contracting Law. There have been accusations thrown back and forth as to "he said" and "she said" regarding conversations between myself and FEMA and apparently Steve Spaid [of Ceres] and by proceeding with the sealed bid process it may eliminate concerns by all parties involved. The notice would be published in the next two issues of the Anoka Union and mailed directly to several vendors that could provide the service we are requesting. The bid opening could take place on approximately Friday, October 31, 1997 with an award being made at the November 10, 1997 City Council meeting. Chipping and debris removal could begin immediately after award of the bid for this project. This would cause the timing to be mid- to late-November, assuming it will be conducive for the vendors at that time. As an aside, Mr. Steve Spaid of Ceres has requested a copy of the other bid submitted under the Freedom of Information Act. Because this was placed in the hands of the City Attorney, this information has not been provided. The issue of whether this would provide another vendor with an unfair advantage will need to be addressed by the City Attorney prior to my releasing the other bid.