Agenda 12/13/2016 Item #16E7 16.E.7
12/13/2016
EXECUTIVE SUMMARY
Recommendation to reject the responses received for Invitation to Bid (ITB) # 16-6565
"Countywide Chemicals"and re-solicit.
OBJECTIVE: To ensure a fair and competitive process for the procurement of goods.
CONSIDERATIONS: On August 1, 2016, the County advertised Invitation to Bid #16-6565 for the
supply of "Countywide Chemicals" on the Collier County Online Bidding System. There were three
hundred and nine (309) notices sent, of which seventy-seven (77) firms downloaded the bid documents,
and fifteen(15)vendors submitted bids by the deadline date.
Subsequent to the bid opening, Procurement staff was contacted by a potential vendor, Brenntag Mid
South, Inc., who stated that their bid submission had been lost and indicated that they would file a protest
of the award.
Staff investigated this claim and communicated with the bid platform provider, VisionInternet, who
determined that the vendor had not successfully uploaded their bid submission. However, Brenntag
received a confirming email indicating that their submission was successful.
Upon further inquiry, VisionInternet discovered that there was a possibility of an error occurring where a
vendor, under certain circumstances, could be attempting to upload portions of a bid submittal and, even
though they were incomplete, receive a confirmation email from VisionInternet that they were successful.
The County is working with Visoninternet to resolve this situation and, if not satisfactorily resolved, will
begin the process of identifying an alternate bidding solution.
In the meantime, staff recommends rejecting the responses for ITB #16-6565 and re-soliciting with
revised detailed General Bid Instructions addressing the submission of bids and the vendor's
responsibility to confirm their successful submission.
FISCAL IMPACT: There is no fiscal impact associated with this action.
GROWTH MANAGEMENT IMPACT: There are no Growth Management impacts associated with
this action.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: That the Board of County Commissioners rejects responses for Invitation to
Bid#16-6565 "Countywide Chemicals"and re-solicits for these goods.
Prepared by: Swainson Hall, Procurement Strategist, Procurement Services Division
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16.E.7
12/13/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.7
Item Summary: Recommendation to reject the responses received for Invitation to Bid (ITB) #
16-6565 "Countywide Chemicals" and re-solicit.
Meeting Date: 12/13/2016
Prepared by:
Title: Procurement Specialist—Procurement Services
Name: Swainson Hall
11/23/2016 11:27 AM
Submitted by:
Title: —Procurement Services
Name: Ted Coyman
11/23/2016 11:27 AM
Approved By:
Review:
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 11/28/2016 8:53 AM
Procurement Services Ted Coyman Additional Reviewer Completed 11/28/2016 8:54 AM
Administrative Services Department Pat Pochopin Level 1 Division Reviewer Completed 11/28/2016 10:21 AM
Administrative Services Department Pat Pochopin Level 2 Division Administrator Review Skipped 12/01/2016 4:25 PM
County Attorneys Office Scott Teach Level 2 Attorney Review Completed 12/01/2016 4:41 PM
County Attorneys Office Scott Teach Level 3 County Attorney's Office Review Completed 12/01/2016 4:42 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 12/01/2016 4:49 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 12/01/2016 5:30 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 12/04/2016 12:29 PM
Board of County Commissioners MaryJo Brock Meeting Pending 12/13/2016 9:00 AM
r-.
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