[R.O. 2008 § 135.120; Ord. No. 1403 § 1, 5-16-2016; Ord. No. 1473, 9-17-2018]
All supplies and contractual services, except as otherwise provided herein, when the extended cost thereof shall equal or exceed ten thousand dollars ($10,000.00), shall be purchased by formal written contract from the lowest responsible bidder after due notice inviting proposals. All sales of personal property that has become obsolete and unusable and has an estimated value of twenty thousand dollars ($20,000.00) or more shall be sold by formal written contract to the highest responsible bidder after due notice inviting proposals.
[R.O. 2008 § 135.140]
The City Administrator shall solicit sealed bids, by first class mail or electronic communication at his/her discretion, from at least five (5) 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 five (5) responsible suppliers, he/she shall certify that fact to the City Clerk who shall then certify a number less than five (5) 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.
[R.O. 2008 § 135.150]
When deemed necessary by the City Administrator or when requested by a using agency or when directed by the City Attorney, 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.
[R.O. 2008 § 135.160]
Sealed bids shall be submitted to the City Administrator by first class mail or electronic communication and shall be identified as bids. 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.
[R.O. 2008 § 135.180]
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.