24_166_CAN.pdf

TO:

FROM:

DATE:

SUBJ:

BID ITEM:

BID DATE:

All Vendors

Tywanna Scott, Procurement Assurance Analyst

Geri A. Sams er Director of Procurement

April 16, 2024

CANCELLATION NOTIFICATION

Bid Opening Item 24-166, 2024/2025 Vacuum Truck Lease for Augusta, GA - Central Services Department

Thursday, March 28, 2024, 2024 @ 10:00 a.m.

It is in the best interest of Augusta, Georgia to cancel the above listed project. Should Augusta re-advertise this project your company will be notified. Generally, if you have purchased plans for this project, you will not need to purchase new plans in the future; however, we will advise you if new plans are required.

Please note, after careful review by the User Department, it has been determined this project is being cancelled due to the following checked reason:

□ Lack of Compliant Submittals. No Submittals or No COMPLIANT Submittals were received for the above referenced item.

□ Submittals received for the above reference item exceeded your Department's Estimated Budget by more than twenty percent (20%).

0 It Is necessary to alter the Scope of the Project.

□ Services are not needed at this time.

□ Other.

We sincerely appreciate your interest in doing business with Augusta, Georgia and look forward to your continued participation in future business opportunities. Any Correspondence concerning this matter or questions concerning future procurements must be submitted via mail, fax or email as follows:

Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901

Or

Fax: 706-821-2811 Ema ii: procbidandcontract@augustaga.gov

Attachment: Article 6, Sec. 1-10-60. Rejection or cancellation of solicitations; negotiating; re-advertisement

Room 605 - 535 Telfair Street, Augusta Georgia 30901

(706) 821-2422 - Fax (706) 821-2811

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We invite your attention to Article 6 of the Augusta, GA Code:

Article 6, Sec. 1-10-60. Rejection or cancellation of solicitations; negotiating; re-advertisement.

(a) Conditions for use. An invitation for bids/quotes, a request for proposals, or other solicitation may be canceled, or any or all bids may be rejected in whole or in part as may be specified in the solicitation, when it is for good cause and in the best interest of Augusta, Georgia. The reasons thereof shall be made part of the contract file. Each solicitation issued by Augusta, Georgia shall state that the solicitation may be canceled and that any bid or proposal may be rejected in whole or in part for good cause when in the best interest of Augusta, Georgia. Notice of cancellation shall be sent to all businesses solicited. The notice shall identify the solicitation, explain the reason for cancellation and, where appropriate, explain that an opportunity will be given to compete on any re-solicitation or any future procurement of similar items.

(b} Authority to reject/cancel. The Augusta, Georgia Commission has the authority to reject/cancel any and all bids, quotes and proposals. The Administrator shall also have the authority to reject/cancel any and all bids, quotes and proposals but may only do so with the authorization of the director of the effected user department.

(c) Negotiating. If the low responsive and responsible bid for the project exceeds available funds as certified by the Finance Department staff, and such bid does not exceed such funds by more than twenty percent {20%}, the Augusta, Georgia Administrator and the Procurement Director are authorized, when time permits, or economic considerations preclude further re-solicitation of work of a reduced scope, to negotiate an adjustment of the bid price with the low responsive bidder, in order to bring the bid within the amount of available funds. Any such negotiated adjustment shall be based only upon eliminating independent deductive items specified in the invitation for bids.

(d) Re-advertisement. In the event that the negotiating process set forth in subparagraph (c), above, is unsuccessful, the Procurement Director may, in the alternative, re-advertise for the purpose of receiving a new set of bids. Therefore, if the lowest and best bid exceeds the budgeted amount and the Augusta, Georgia Commission does not appropriate additional funds, the Procurement Director may readvertise for bids after making sufficient changes in the specifications to bring the project within budget.