09/26/2005 Meeting Minutes - Laserfiche WebLink

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DRAFT Regular Council Meeting 9/26/05 Page 24 Ms. Calta explained that it is not competitive in the sense of us awarding the bid to one contractor at the exclusion of the other bidders. In this instance, everyone is receiving a bid to do certain work. There is enough work for all three of the contractors. But you still run into the inability to accept that bid that was late. That leaves you with two bidders to do the entire program which in her understanding is not enough. Mr. Buckholtz asked if we can extend their contracts from last year. Ms. Calta said, yes because they have not been officially terminated. Mrs. Mills indicated that that makes the most sense then. Ms. Calta indicated that we can confirm the numbers for Council and have a motion to authorize the extension of the contracts contingent on the fact that the numbers are less than the bids that came in this year. Mr. Saponaro indicated that the problem is that if we wait to get all of the information but if we as a Council decide that we should go out to bid, then we have waited too long. Mrs. Cinco indicated that we need to find that out right away. Dr. Parker indicated that he cannot remember the exact numbers, but it was not that big a difference. If it is a cost of $10.00, that might be it. Mr. Metzung asked if it was not his understanding that the procedure to authorize going out to bid is a courtesy extended to Council, that the Mayor can authorize going out to bid so that if we find out that if for whatever reason we can't go forward with extending the contract, because it is my understanding that there is a 30 day window in there that was not exercised by either party, that if we have to go out to bid that the Mayor can authorize that and do that immediately. Mayor Rinker asked about rejecting them. Ms. Calta indicated that if you decide to extend the contracts or go out to bid, you will have to reject the bids that were received. Mayor Rinker indicated that that could be done at the next meeting. Mr. Buckholtz asked if there was a need for a straw vote or an actual motion. Ms. Calta said that according to the language she has seen, the contract can be extended, but there has to be a termination 30 days before the new contracts are entered in to. They have not been terminated as of yet. Mrs. Cinco asked if there have been any opt outs. Ms. Calta indicated that there are 141 enrolled in the program with 3 opt outs. Mr. Metzung asked if that means that should we go to the contractor now and he rejects the idea, he has 30 days to do that, but since it is not going to snow for the next 30 days, he is pretty much in the clear. In other words, he can say no and for the next 30 days he would have to plow if it snowed. Ms. Calta explained that the termination is at the option of the Village. The contract runs from the first snowfall to the last snowfall. Some contracts go from November 15tt' to spring. Mr. Buckholtz asked if we need an action at this meeting. Mr. Saponaro asked if you can go back and extend the contracts. Ms. Calta indicated that we can extend the contracts. Mr. Buckholtz asked, without a motion? Ms. Calta said correct. Ms. Calta said that she would however like a motion to reject the bids. This will be done at the next meeting.