[Ord. No. 3641, 3-20-2023]
A. 
Notwithstanding any other provision of this Chapter, in the case of an apparent emergency which threatens the public health, welfare, or safety, requiring the immediate purchase of supplies, service or construction, the City Administrator shall have the power to secure the necessary items in the open market, without competition, regardless of the amount of the expenditure. The City Administrator will advise the Mayor and Board of Aldermen as soon as is practical and advise of the apparent emergency. A report of the circumstances of an emergency purchase shall be made, in writing, by the City Administrator to the Board of Aldermen.
B. 
In no event shall the contract price exceed commercially reasonable price.
[Ord. No. 3641, 3-20-2023]
No contract or purchase shall be subdivided to avoid the requirements of this policy, nor shall change orders exceeding five percent (5%) 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 where required, must be approved by the using change order form and obtaining approval from the City Administrator. The department director and the City Administrator will send the explanation in a weekly report to the Mayor and Board of Aldermen.
[Ord. No. 3641, 3-20-2023]
A. 
In determining the lowest and best 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 policy, City 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.
11. 
What is in the best interest of the City.
[Ord. No. 3641, 3-20-2023]
If all 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. If there shall be no local bidder or more than one (1) local bidder with a low equal bid, the City Administrator shall award the contract if the item put out to bid has been budgeted for in the City's current budget and the bid is equal to or under the amount budgeted for. When the item has not been budgeted for, or when the bid is above the amount budgeted for, Board of Aldermen shall award the contract to one (1) of the tie bidders by drawing lots in public.
[Ord. No. 3641, 3-20-2023]
The using department shall solicit bids by direct or electronic mail request to prospective suppliers or by telephone or by such other method as he/she shall deem appropriate to receive competitive proposals.