[CC 1997 §1-15; Ord. No. 1064, 4-4-1995]
When the City negotiates any purchase, sale, or other contract, there shall be provided ample opportunity for competitive bidding in the following manner:
If the consideration is less than five hundred dollars ($500.00), bids shall be solicited in the most expedient manner with due regard for competitive prices and quality.
If the consideration is five hundred dollars ($500.00) or greater but less than one thousand dollars ($1,000.00), three (3) bids shall be solicited by telephone or mail from qualified vendors. The lowest and best bid shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
If the consideration is one thousand dollars ($1,000.00) or greater but less than two thousand dollars ($2,000.00), three (3) bids shall be solicited in written form from qualified vendors. The lowest and best bid shall be accepted. A record of all quotations shall be maintained and the reason the vendor was selected must be included as part of the record.
If the consideration is two thousand dollars ($2,000.00) or greater but less than five thousand dollars ($5,000.00), three (3) sealed bids shall be solicited in written form from qualified vendors. The lowest and best bid shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
If the consideration is five thousand dollars ($5,000.00) or greater, the City of Branson West shall advertise for sealed bids from qualified vendors. The lowest and best bid shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
Individual contracts, purchases, or sales be they for goods, supplies, commodities, or services shall not be excluded from the requirement of competitive bidding herein above described with the provision, however, that professional engineering services, surveying, architectural, legal and consulting services be excluded.
Individual contracts or purchases shall not be subdivided for the purpose of evading the requirement of competitive bidding.
Advertise Defined. The advertisement required by the preceding Subsection shall consist of the following:
An advertisement inviting bids shall be published once in at least one (1) official newspaper serving Branson West at least ten (10) days preceding the last day set for the receipt of proposals. The newspaper advertisement required herein shall include a general description of the articles to be purchased or sold, shall state where bid blanks and specifications may be secured, and the time and place for opening bids.
The City shall also solicit sealed bids from all responsible prospective suppliers who have requested their names be added to a "Bidders' List" which the City Clerk shall maintain, by the City sending them a copy of such newspaper notice or such other notice as will acquaint them with the proposed purchase or sale.
Sealed Bidding Procedures. All requests for sealed bids shall include a deadline stating the date and time by which the sealed bids must be received at City Hall. Bids shall be submitted sealed to the City Clerk and shall be identified as bids on the envelope. When received at City Hall, the bid envelopes shall be stamped by the City Clerk noting the date and time of arrival. They shall be opened in public at the time and place stated in the public advertisement.
Lowest Responsible Bidder. The City reserves the right to reject any or all bids. Contracts shall be awarded to the lowest and best responsible bidder. Bids shall not be accepted from, nor contracts awarded to, a contractor who is in default on the payment of taxes, licenses or other monies due the City. In determining the lowest and best bid, the following shall be considered:
The ability, capacity and skill of the bidder to perform the contract or provide the service required;
Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;
The character, integrity, reputation, judgment, experience and efficiency of the bidder;
The quality performance of previous contracts or services with the City;
The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.
Justification Of Award. When the award is not given to the lowest bidder, a full and complete statement of the reasons for placing the order elsewhere shall be made to the Board of Aldermen prior to awarding the contract.
Tie Bids. If all bids received or the lowest bids received are for the same total amount or unit price, quality and service being equal, the contract shall be awarded to a local bidder. Where there is no local low bidder, the award shall be made on the basis of drawing lots, to be held in public.
Emergency Purchases. In case of an apparent emergency which requires immediate purchase of supplies or contractual services, the Mayor or City Administrator may authorize the purchase, at the lowest and best obtainable price, of any supplies or contractual services. A full explanation of the circumstances of an emergency purchase shall be made to the Board of Aldermen.