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2. Reject Bids - AmbulanceKALISPELL FIRE DEPARTMENT Randy Brodehl ---- Fire Chief u Daniel Diehl -�- Assistant Chief/Operations ," a Ms s PO fax 1397 312 Fib Avenue East �` DC Haas —Assistant Chief/Prevention � .,� - �_� Kalispell, Montana 59901 Timothy Soule — Training Chief s " Phone: (406) 758-7760 a�ski FAX: (406) 758-7952 9/26/2007 To: FROM: SUBJECT: COUNCIL MEETING DATE: Mayor Pamela B. Kennedy and Kalispell City Council Fundy Brodehl, Fire Chief James H. Patrick, City Manager Ambulance bid rejection October 1, 2007 BACKGROUND: The Kalispell Fire Department has received three bids for a new ambulance. The bids did not meet requirements of the city. The department is requesting that all bids be rejected. Respectfully submitted, OCa*�rodehl, Fire Chief James H. Patrick, City Manager City of Kalispell Charles A. Harball office of City Attorney City Attorney 312 First Avenue Bast P.O. Box 1997 Kalispell, MT 59903-1997 MEMORANDUM Date: September 26, 2007 To: James H. Patrick, City Manager „ Theresa White, City Clerk From Charles A. Harball, City Attorney Tel 406.758.7708 Fax 406.758.7771 charball@kalispell.com Subject: Request for Bids for Ambulance by Kalispell Fire Department The City published a request for bids for an ambulance which received a response from three bidders. The City Clerk requested that I scrutinize the particularities of this bid when it became evident to her that there were some apparent irregularities in this process. I discovered the following deviations: The bid packages were not receipted in to the Clerk's office at the time of arrival. The ink used on one package was not legible and therefore was prematurely opened to determine the contents. Another bid, although timely received by the City, found its way to the wrong office and did not arrive at the Clerk's office until after the bid opening. Based upon my investigation, the particulars of this bid receipt are an anomaly for the City and not an indication of some larger problem of process requiring any extensive remediation. However, it is critical to the fundamental fairness of the bidding system and how it is perceived, particularly by the participating bidders, that irregularities, such as these, be addressed appropriately. I, therefore, recommend that the bids and bid bonds that the City received be returned to the bidders and that the City, if it still wishes to purchase an ambulance, begin the process again and reissue its request for bids.