Golf-course cart-pad bid tabled after missing non-collusion affidavit; council removes $25,000 grant and extends bid acceptance

The Pryor Creek City Council tabled acceptance of a bid from American Sun’s Asphalt Services LLC for improvements to cart pads at the city golf course after a council member noted that the packet did not include a non-collusion affidavit required by state law. The bid tabulation in the packet listed two bids; council members asked staff to provide the original signed bid documents and the statutory affidavit.

City staff said a Cherokee Nation grant originally tied to the project was reallocated in August and will not be available; council agreed to remove the $25,000 grant from the funding plan when tabling the item. Because bids are valid for 30 days (with a possible 15-day extension by council action), the council amended the motion to extend the bid acceptance window by 15 days while staff collects the missing paperwork. Council members asked that the mayor’s office receive the scanned bid documents and affidavits the next day so council members could review them before the Dec. 17 meeting.

Why it matters
State procurement practice calls for bidders to submit a non-collusion affidavit with bids for public projects. The absence of the affidavit prevents the council from responsibly awarding the contract. Tabling gives staff a short window to produce required documentation and confirm funding sources.

What’s next
City staff said they will scan and deliver the original bid documents and any affidavits to the mayor’s office by the next business day; the council will revisit the acceptance at its Dec. 17 meeting if documentation is complete.