[Ord. No. 905 §1, 3-7-1996]
A.
When
the City negotiates any purchase, sale or other contract, other than
established operating purchases, there shall be provided ample opportunity
for competitive bidding in the following manner:
1.
If the
consideration is not more than one thousand dollars ($1,000.00), bids
shall be solicited in the most expedient manner with due regard for
competitive prices and quality. The purchase shall be approved by
a member of the Board of Aldermen who is the designated official of
such department.
2.
If the
consideration is for more than one thousand dollars ($1,000.00) but
less than three thousand dollars ($3,000.00), bids shall be solicited
in the most expedient manner with due regard for competitive prices
and quality. The purchase shall be approved by the Board of Aldermen.
3.
If the
consideration is for more than three thousand dollars ($3,000.00)
but less than ten thousand dollars ($10,000.00), at least two (2)
bids shall be solicited by mail or telephone request from two (2)
prospective vendors, from which the lowest and best bid with proper
qualifications shall be accepted. A record of the quotations shall
be maintained. The purchase shall be approved by the Board of Aldermen.
4.
All
supplies and contractual services estimated to cost in excess of ten
thousand dollars ($10,000.00) shall be purchased by formal, written
contract from the lowest and best bid, after due notice inviting proposals.
Whenever possible, at least three (3) bids should be obtained from
prospective, qualified vendors. The Board of Aldermen shall award
the contract or purchase.
[Ord. No. 905 §2, 3-7-1996]
A.
The notice
required by the preceding Section shall consist of the following:
1.
Notice
inviting bids shall be published once in at least one (1) official
newspaper of the City at least five (5) days preceding the last day
set for the receipt of proposals. The newspaper notice 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.
2.
The
City Clerk also shall advertise all pending purchase or sales by a
notice posted on the public bulletin board in the City Hall.
3.
The
City Clerk also shall solicit sealed bids by direct mail request to
prospective vendors and by telephone as may seem to him/her to be
in the best interest of the City.
[Ord. No. 905 §3, 3-7-1996]
Bids shall be submitted sealed to the City Clerk and shall be
identified as bids on the envelope. They shall be opened in public
at the time and place stated in the public notices.
[Ord. No. 905 §4, 3-7-1996]
A.
The City
reserves the right to reject any or all bids. Contracts shall be awarded
to the lowest and best bidder. Bids shall not be accepted from, nor
contract awarded to, a contractor who is in default on the payment
of taxes, licenses or other monies due the City. In determining "lowest
and best bidder", in addition to price, the following shall be considered:
1.
The
ability, capacity and skill of the bidder to perform the contract
or provide the service required;
2.
Whether
the bidder can perform the contract or provide the service promptly
or within the time specified without delay or interference;
3.
The
character, integrity, reputation, judgment, experience and efficiency
of the bidder;
4.
The
quality of performance of previous contracts or services;
5.
The
previous and existing compliance by the bidder with laws and ordinances
relating to the contract or service;
6.
The
sufficiency of the financial resources and ability of the bidder to
perform the contract or provide the service;
7.
The
quality, availability and adaptability of the supplies or contractual
services to the particular use required;
8.
The
ability of the bidder to provide future maintenance and service for
the use of the subject of the contract; and
9.
The
number and scope of conditions attached to the bid.
[Ord. No. 905 §5, 3-7-1996]
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 entered upon the journal of the Board.
[Ord. No. 905 §6, 3-7-1996]
A.
All purchases of supplies and contractual services and all sales of personal property that has become obsolete and unusable for which competitive bidding is not required by Section 145.010 of this Chapter shall be made in the open market without newspaper advertisement and without observing the procedure prescribed by Section 145.040 for the award of formal contracts.
[Ord. No. 905 §7, 3-7-1996]
The City shall have the authority to join with other units of
government in cooperative purchasing plans when the best interest
of the City would be served and after approval of the Board of Aldermen.
[Ord. No. 1091 §1, 5-10-2007]
In case of an apparent emergency which requires immediate purchase of supplies, materials, equipment or contractual services, the Mayor, Acting President, that Alderman acting under powers described in Section 110.145 or their delegated representative may authorize the purchase, without compliance with the requirements of Sections 145.010 through 145.040, at the lowest and best obtainable price any supplies, materials, equipment or contractual service up to an amount not to exceed ten thousand dollars ($10,000.00). A full explanation of the circumstances of an emergency purchase shall be recorded in the minutes of the next following Board of Aldermen meeting.
