[HISTORY: Adopted by the Town of East Haddam 9-11-1996. Amendments noted where applicable.]
All contracts for and single purchases of supplies, materials, equipment and contractual services (except utilities, gravel and materials necessary on an as-needed basis) shall be based, when possible, on competitive bids if such purchase price exceeds $15,000. If the purchase can reasonably be anticipated to fall between $7,500 and $15,000, the purchase order shall be accompanied by documentation for two price quotes. This documentation shall be maintained in Town records for one year. If such purchase price exceeds $15,000, the Selectmen, when possible, shall invoke an advertised/sealed bid process.
The First Selectman, acting on behalf of the appropriate agency, shall solicit sealed bids by the sending of notice to prospective suppliers and by advertising in a newspaper having a general circulation in said Town of East Haddam. The First Selectman may place advertisements in other periodicals, trade magazines, etc., but may not exempt above said newspaper. Each sealed bid shall be publicly opened at the time stated in the notice soliciting such bid. Bids selected by this process shall be publicly awarded at a Board of Selectmen meeting.
All purchases or contracts above $15,000 shall be based on at least two competitive bids. When at least two such bids shall not have been received, the Board of Selectmen may, at the request of the Town agency represented, void the bid and direct said agency to identify and negotiate with at least two suppliers (one of whom shall be the sole bidder of the voided bid if there was only one such bidder) for the best price and product for the Town of East Haddam. Such negotiated purchase or contract must be approved by the Board of Selectmen before being placed into effect.
If the low bidder is not a local business (as defined hereinafter), then the next low bidder, provided it is within 10% of the next low bidder, may, at its option, if it is a local business, match the bid of the low bidder. The Board of Selectmen retains the sole judgment, within its discretion, to determine what constitutes low bidder and next low bidder, after due consideration to base bid, allowances and alternates to a bid, as they may apply. For the purpose of this provision only, "local business" is defined as a business or individual who or which is assessed real, personal, or motor vehicle taxes in East Haddam on the previous October 1 to the date of the bid opening.
In lieu of the standard competitive bid process, any agency of the Town of East Haddam may:
With prior approval of the Board of Selectmen, use one or more of the following options:
A request for proposal (RFP). Vendors of goods or services will be asked to submit a proposed solution or solutions (including costs) to a problem or issue described in writing by the Town. Prices are finalized by negotiation.
A request for qualifications (RFQ). Vendors of professional services will be asked to present their qualifications for resolving the problem or issue at hand. Price will be negotiated with the vendor deemed best qualified.
Simple negotiations with appropriate legitimate suppliers.
An agent of record. The Town retains an agent to seek out and evaluate proposals and to bring forward a recommended course of action.
All such purchases or contracts shall be approved by the Board of Selectmen before being awarded or placed into effect.
The Town agency, at its discretion, may award such purchase or contract to the legal state low bidder, a supplier which has been selected by the State of Connecticut's purchasing procedure following a competitive bid.
If, after the awarding of any bid or its appropriate alternative as described herein, changes in the scope of work or specifications become necessary, they shall be done only through a work change order system as developed by the First Selectman. All payments for such changes shall be made with the appropriate distinctions as such.
The Board of Selectmen reserve the right to accept or reject any and all, or any and all parts of any bids and may waive any informalities in the bidding.