[HISTORY: Adopted by the Board of Selectmen of the Town of
Raymond 10-25-1999.[1] Amendments noted where applicable.]
[1]
Editor's Note: This ordinance superseded former Ch. 207,
Bidding Process Guidelines, adopted 8-14-1989.
A.
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.
B.
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.
C.
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:
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.
A.
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.
B.
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.
