[HISTORY: Adopted by the Board of Selectmen of the Town of Raymond 10-25-1999. Amendments noted where applicable.]
Editor's Note: This ordinance superseded former Ch. 207, Bidding Process Guidelines, adopted 8-14-1989.
The Town of Raymond, like any other corporation, has occasion to make expenditures for the purchase of services, products, construction projects, equipment, supplies or repairs. However, unlike private interests, the Town is expending its citizens' funds in making these purchases and must therefore make every effort to obtain the best possible cost for the product or service purchased.
One method of obtaining the best purchase arrangement for the Town is through the process of soliciting bids from various providers for product or service. However, it must be kept in mind that the bidding process is only one method of arriving at a purchase arrangement for the Town and, in certain cases, may not be advisable.
A second option is the process of negotiation with a specific vendor(s) for services and/or products. When this process is utilized the Town Manager shall present the board with a report as to why the specific vendor was selected and the benefits of the contract and terms versus utilization of other means of obtaining quotes.
When it is determined that the bidding process is a viable method of obtaining the best purchase arrangement for the Town, the following procedure should be followed:
Notice of the Town's intention to solicit bids on a particular product or service should be made to providers of same. Notice should be made in the following ways:
Bid proposals shall be forwarded to individuals in company vendor lists on file at the Town office or department and to other known providers as determined by trade publications and telephone yellow page directory.
Notices shall be posted in two public locations and at the department location within the Town of Raymond. A brief description of the opportunity to submit proposals/bids shall be published in a newspaper of general circulation and the Raymond Cable TV Barker Channel.
In providing notice of the Town's intention to receive proposal bids, the notice should contain the following:
Description of the kind of product or service sought.
Time frame, date and time for bidders to respond.
All bid proposals shall be forwarded to the Town Manager.
Manner in which proposals/bids should be returned. If sealed bids are sought, the envelope should be addressed to the Town Manager with the title of the product or project written on the exterior of the envelope.
A statement that the "Town reserves the right to reject any and all proposals/bids for any reason."
The date, time and location the proposal/bid is due. All proposals/bids shall be opened at a Selectmen's Meeting where the proposal/bids will be read aloud.
The situation in which the above process of soliciting bids is used shall be left to the discretion of the affected department and the Town Manager.
Generally, bids would be solicited for capital expenditures of products or services. Capital expenditures are those which are generally not recurring or only recur on an infrequent basis and which involve the expenditure of funds in excess of $1,000.
Examples of instances when the bidding process may not apply are emergency repair situations; the product being purchased is available through state contract which is known to be the lowest cost; the product or service is reasonably only available from one provider; the product or service is purchased on a frequently recurring basis and is relatively inexpensive. This list, while not all inclusive, should provide some guidance as to when the bidding process need not be utilized.