[HISTORY: Adopted by the Town Meeting of the Town of Old Saybrook 11-24-1980 by Ord. No. 12 of the 1980 Code; amended in its entirety 9-19-2002. Subsequent amendments noted where applicable.]
All goods, equipment, materials, supplies and contractual services, the contract cost of which is estimated to be in excess of $10,000, shall be procured by the Town of Old Saybrook through the process of competitive bidding; when awarded by the responsible Town agency, such contract for procurement shall be awarded to the lowest responsible bidder as determined by said agency. The procedures for competitive bidding shall be as established by resolution of the Board of Selectmen. Such competitive bidding may include, when appropriate, public and private invitation to bid, and direct solicitation of price quotation from prospective suppliers. These contracts will require formal sealed bids to be opened in public at the time and place designated in the specifications. Nothing in this section shall prohibit the Town from purchasing items under state bids and/or contracts, and/or participation in regional purchasing councils who have used a sealed bid procedure.
Between $10,000 and $25,000, bids will be solicited from a list of interested and responsible bidders established by Town agencies and the First Selectman. Contracts expected to exceed $25,000 will also be advertised in a newspaper having a general circulation in the Old Saybrook area by means of a formal invitation to bid.
This ordinance shall not apply to:
Emergency work, as so classified by a majority vote of the Board of Selectmen;
Contracts for legal services, accounting and auditing services, medical and dental services, insurance services, architectural and engineering services, professional and technical consulting services, and labor negotiators; and
Work on roads and bridges.
The requirement for advertising and/or formal bidding may also be waived by a unanimous vote of the Board of Selectmen, if, in its opinion, such waiver is in the best interests of the Town.
For the purposes of this section, "Town-based bidder" shall mean a business with a legal principal place of business in the Town of Old Saybrook. A business shall not be considered a Town-based bidder unless evidence satisfactory to the Finance Director or designee has been submitted with the bid to establish that said business has its principal place of business within the Town. Such evidence may include evidence of ownership of or a long-term lease of real estate within the Town from which the business is legally operated or the payment of personal property taxes of the business to the Town of Old Saybrook.
For all purchases and contracts subject to the Town's bidding ordinances where the total contract price is $1,000,000 or less, any qualified Town-based bidder which has submitted a bid within 7.5% of the low bid shall be awarded the bid provided that such Town-based bidder agrees to accept the award of the bid at the amount of the low bid. If more than one Town-based bidder submits a bid within the seven-and-one-half-percent preference differential, the contract shall be awarded to the Town-based bidder that has submitted the lowest bid, provided that he/she agrees to accept the award at the amount of the low bid as stated above.
For contracts subject to the Town's bidding ordinances over $1,000,000, any qualified Town-based bidder which has submitted a bid within 2% of the low bid shall be awarded the bid, provided that such Town-based bidder agrees to accept the award of the bid at the amount of the low bid. If more than one Town-based bidder submits a bid within the two-percent preference differential, the contract shall be awarded to the Town-based bidder that has submitted the lowest bid, provided that he/she agrees to accept the award at the amount of the low bid as stated above.
When the Town is purchasing items under state or regional bids or contracts, a Town-based bidder can be awarded the contract if he/she matches the pricing of those state/regional bids or contracts. If there is more than one Town-based bidder for the applicable good or service, this shall be awarded on a rotating basis.
All bid documents distributed by the Town shall include language regarding the bid preferences allowed under this section and shall state the amount of differential available to Town-based bidders for that specific bid.