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:
A. 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:
(1) 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.
(2) 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.
B. In providing notice of the Town's intention to receive proposal
bids, the notice should contain the following:
(1) Description of the kind of product or service sought.
(2) Time frame, date and time for bidders to respond.
(3) All bid proposals shall be forwarded to the Town Manager.
(4) 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.
(5) A statement that the "Town reserves the right to reject any and all
proposals/bids for any reason."
(6) 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.
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.