[Ord. No. 4303, 8-27-2020]
All supplies and contractual services, except as otherwise provided
herein, when the extended cost thereof shall equal or exceed five
thousand dollars ($5,000.00), shall be purchased by formal written
contract from the lowest responsible bidder after due notice inviting
proposals in a paper of public record. All sales of personal property
or supplies that have become obsolete and unusable and has an estimated
value of five thousand dollars ($5,000.00) or more shall be sold by
formal written contract to the highest responsible bidder after due
notice inviting proposals.
[Ord. No. 4303, 8-27-2020]
No contract or purchase shall be subdivided to avoid the requirements
of this policy, nor shall change orders exceeding twenty-five percent
(25%) of the total approved bid amount be allowed without following
the same Purchasing Policy procedures as included in this policy or,
in lieu of quotes or sealed bids, must be approved by the using department
director, the City Administrator, and the Mayor in a written memo
with an explanation to the Board of Aldermen with a copy to the City
Clerk.
[Ord. No. 4303, 8-27-2020]
The City Administrator shall, by First Class Mail or email notification,
solicit sealed bids from at least three (3) responsible prospective
suppliers including all suppliers with whom the City has done business
within the preceding two (2) years setting forth detailed specifications
and all pertinent information necessary for the prospective supplier
to file a bid. Prospective suppliers to whom invitations to bid are
sent shall be limited to those who are part of the trade group offering
commodities and services similar in character to that being purchased.
If the City Administrator is unable to reasonably find three (3) responsible
suppliers, he/she shall certify that fact to the City Clerk who shall
then certify a number less than three (3) to whom invitations to bid
shall be sent and such lesser number shall be deemed in compliance
with the requirements of this Section. The provisions of this Section
may be waived when the Mayor, the department superintendent involved,
and the City Administrator agree that following this Section's
provisions may cause excessive delay, public inconvenience and/or
a significant cost penalty.
[Ord. No. 4303, 8-27-2020]
When deemed necessary by the City Administrator or when requested
by a using department or when directed by the City Attorney or City
Engineer, bid deposits shall be prescribed in inviting bids. An unsuccessful
bidder shall be entitled to return of any surety required. A successful
bidder shall forfeit any surety required upon failure on the bidder's
part to enter into a contract within ten (10) days after the award,
and the invitation to bid shall so state.
[Ord. No. 4303, 8-27-2020]
Sealed bids shall be submitted to the City Clerk and shall be
identified as bids on the envelope. The bids shall be opened in public
at the time and place stated in the invitations to bid and in any
public notices. After the opening, the City Clerk shall tabulate and
certify all bids received and file a report of the bids with the Board
of Aldermen together with the City Administrator's recommendations
as to whom the award shall be made.
[Ord. No. 4303, 8-27-2020]
The Board of Aldermen, upon receiving the tabulation and recommendation
of the City Clerk, shall award the contract to the lowest responsible
bidder, but shall have the right to reject any and all bids.
[Ord. No. 4303, 8-27-2020]
A.
In determining the lowest responsible bidder, the Board of Aldermen
shall consider:
1.
The ability, capacity and skill of the bidder to perform the
contract or provide the services required.
2.
Whether the bidder can perform the contract or provide the services
promptly or within the time specified without delay or interference.
3.
The character, integrity, responsibility, judgment, experience
and efficiency of the bidder.
4.
Whether the bidder is in default on the payment of taxes, licenses
or other monies due the City. This factor alone shall justify disqualification.
5.
The quality and performance of previous contracts or services.
6.
The previous and existing compliance by the bidder with laws,
the provisions of this Code and other City ordinances relating to
the contract or service.
7.
The sufficiency of the financial resources and ability of the
bidder to perform a contract or provide the service.
8.
The quality, availability and adaptability of the supplies or
contractual services to the particular use required.
9.
The ability of the bidder to provide future maintenance and
service of machines for the use of the subject of the contract.
10.
The number and scope of conditions attached to the bid.
