City of Franklin, VA Small Contracts

[Ord. of 1-12-1998(2)]

Prior to contracting for goods, insurance, services or construction for the City in an amount not expected to exceed $30,000 the person soliciting the contract on behalf of the City should, if practicable, try to obtain competitive prices.

(b)

Factors which may be considered in awarding small contracts are as follows:

(1)

Lowest responsive, responsible bid;

(2)

Qualifications, experience and expertise of offeror;

(3)

Time of delivery or performance;

(4)

Financial strength and stability;

(5)

Guaranty or warranty to be given;

(6)

Availability of offeror to render service and resolve problems;

(7)

Prior performance in contracts with the City;

(8)

Availability to provide for future needs of the City.

(9)

References.

[Ord. of 1-12-1998(2); amended by Ord. No. 2002-FINAL, 11-25-2002; Ord. No. 2004-26, 10-25-2004]

(a)

For contracts not exceeding $1,000 prices should be compared by telephone, catalog or other appropriate means. No permanent documentation of price comparison or method of choosing a vendor or contractor is required.

(b)

For purchases in excess of $1,000 but not exceeding $5,000, telephone calls shall be placed or written requests made to at least two businesses offering the goods or services. Written documentation of each solicitation shall be made showing the goods or services needed, the date, the time, the business contacted, the price quoted and the individual making the quote.

(c)

For purchases in excess of $5,000, but not exceeding $30,000, written quotes or proposals shall be obtained from at least three bidders or offerors by mail or fax indicating the name and address of the business submitting the quote or proposal, the date, the time, the price and the individual making the quote or proposal.

(d)

For purchases of goods or nonprofessional services in excess of $30,000, but not exceeding, $50,000 the Director of Finance, at the request of the City Manager or a department head, shall obtain written quotes or proposals from at least four bidders or offerors by mail or fax indicating the name and address of the business submitting the quote or proposal, the date, the time, the price and the individual making the quote or proposal or may use the procedures set forth in the Virginia Public Procurement Act, Code of Virginia, § 2.2-4300 et seq., for competitive sealed bidding or competitive negotiation.

(e)

In the event that the person soliciting requests for goods or services in excess of $1,000 but not more than $50,000 on behalf of the City contracts with an offeror who does not offer the lowest price for the contract, then the person so acting shall indicate in writing the basis for accepting an offeror other than the offeror with the lowest price.