Title
MOTION TO REJECT ALL BIDS FOR IFB # TS-25-07 “AXIS CAMERAS” AND TO AUTHORIZE THE ADVERTISEMENT OF IFB # TS-25-13 "AXIS CAMERAS RE-BID”.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.19(F) states, "Rejection of bids. The City Manager and City Commission may reject bids, parts of all bids or all bids for any one or more commodities or services included in the proposed contract when the public interest will be served thereby. The Chief Procurement Officer shall not accept a bid from a contractor who is in default on payment of taxes licenses or other moneys due the city."
SUMMARY EXPLANATION AND BACKGROUND:
1. On March 19th, 2025, the City Commission authorized the advertisement of TS-25-07 “Axis Cameras”
2. The purpose of the solicitation is to replace end-of-life (EOL) camera systems at City facilities with updated models. This initiative is part of the City’s ongoing effort to enhance facility security, ensure system reliability, and leverage advancements in surveillance technology. The new systems will provide improved video quality, better integration with existing infrastructure, and long-term support and maintainability.
3. On April 15th, 2025, the City opened sixty (60) bid responses. During the comprehensive due diligence review, City staff conducted a detailed evaluation to ensure each vendor quoted the correct Axis products, submitted all required documentation, and fully complied with the specifications outlined in the solicitation. Staff also assessed the potential for a split award and carefully reviewed each response for compliance with the City’s Local Vendor Preference and Veteran-Owned Small Business Preference policies, which may have required certain bidders to submit a second bid in order to meet the 1% price-beating threshold. Despite these efforts, multiple vendors were unable to confirm their original pricing, primarily due to changes in pricing from the manufacturer (Axis), citing tariffs and broader supply chain challenges. As a result, staff determined that it would be best to re-bid this project.
4. Request the City Commission to reject all bids for IFB # TS-25-07 “Axis Cameras” and to authorize the re-advertisement of the solicitation as IFB # TS-25-13 "Axis Cameras Re-Bid".
Financial Impact
FINANCIAL IMPACT DETAIL:
TS-25-13 "Axis Cameras Re-Bid"
Funds are available in account # 001-513-2002-552650-0000-000-0000-00308 (Non-capital Equipment.)