The Richland County Central Services Department will now use the competitive sealed proposal process under Ohio Revised Code 307.862 for all procurements that are at least $50,000, with the exception of any public improvement procurements.
This process was adopted Thursday through the passage of a resolution by the Richland County Board of Commissioners.
During their regular meeting, the commissioners met with Director of Central Services Cathy Mosier and Richland County Maintenance Supervisor Chuck Minnich to discuss the bid opening for fire services throughout the Central Services’ 12 buildings, which include Richland County Children Services, Richland Public Health, among others.
The purpose of the bids is to furnish inspection, repairs, preventive maintenance of wet chemical hood suppression systems, CO2 suppression systems, fire alarm system, sprinkler system, fire hoses, fire doors, and fire extinguishers.
Mosier said their current contract with Koorsen Fire & Security will expire on Dec. 31. “[The contract] doesn’t have any more renewals so we had to go out for bid,” she said.
She said they received two bids–one from ePro Services of Columbus and another from Schmidt Security Pro of Mansfield.
After the bids were announced at the meeting, Commissioner Ed Olson discussed an email that he received from Chief Civil Assistant Prosecuting Attorney Andrew Keller. In the email, Keller advised the board of commissioners to reject all bids on this procuring and proceed utilizing the competitive sealed proposal process outlined in Ohio Revised Code 307.862 for this procurement and all future procurements.
Previously, the competitive bid process outlined in Ohio Revised Code 307.86 was used for non-public works procurements.
“[Ohio Revised Code] 307.86 states we have to take the lowest and best bid,” said Olson. He described one situation in which the lowest bid was taken for computer software, and the software ended up not working.
“That has always been a real nervous topic with us when you’re dealing with something that is highly technical and all you’re going to go on is the lowest and best [bid],” he commented.
He continued, “With this other process, 307.862 sealed competitive proposal, you list your specifications and what your priorities are, and price might be the third or fourth item, but the point is if the vendor has the best proposal but he doesn’t happen to be the lowest in price, you can still take it.”
Mosier said that they have already utilized the competitive sealed proposal process in previous instances.
“It is a much better idea. It takes a little bit more time for evaluation—that’s the negative, but the positive is you can negotiate price, you can negotiate terms and conditions. You don’t have to go with the lowest [bid] because it might be more advantageous for some of their services,” said Mosier.
Mosier said that one of the main differences between the two processes is that under Ohio Revised Code 307.862, the proposals and any documents or other records related to a subsequent negotiation for a final contract are not be available to the public until after the award of the contract.
Olson highlighted a positive effect the competitive sealed proposal could have on local businesses. “If you’ve reduced price as the acid test of who you take, you might very well get more proposals from local companies, and if you do pay a few dollars more, at least we’re keeping the money inside the county,” he said.
He added, “The single most important thing is that you can negotiate a better deal, and, secondly that you’re not tied to the lowest and best bid as the sole determinant of who you’re going to contract.”
The commissioners voted to reject the two bids that were submitted. They also voted to adopt a resolution that directs Central Purchasing to utilize the competitive sealed proposal process under Ohio Revised Code 307.862 for all procurements that are at least $50,000, except any public improvement procurements.
Olson clarified that this resolution pertains to “non-construction procurements that are $50,000 in a year or $50,000 over the life of the contract. It’s not uncommon that we might bid something for three years,” he said.
The board approved both motions.
Mosier said that both companies that have already submitted bids may submit request for proposals under this new process through Ohio Revised Code 307.862.
She said that she’ll release a new due date probably sometime next week for when the proposals need to be submitted by.
