[Ord. No. 260 §1, 5-18-1982]
The City Clerk is hereby designated as purchasing agent for
the City of Greendale. When authorized, the City Clerk shall procure
in behalf of the City bids for supplies and services needed by the
City in accordance with the procedures prescribed by this Chapter
or as required by law.
[Ord. No. 260 §2, 5-18-1982]
All purchases of and contracts for supplies and contractual
services and all sales of personal property that have become obsolete
and unusable shall, except as specifically provided herein, be based
wherever possible on competitive bids.
[Ord. No. 260 §3, 5-18-1982]
All supplies and contractual services, except as otherwise provided
in this Chapter, when the estimated cost thereof shall exceed ten
thousand dollars ($10,000.00), shall be purchased by formal written
contract from the lowest responsible bidder after due notice inviting
proposals.
[Ord. No. 260 §4, 5-18-1982]
A.
The notice
required by the preceding Section shall consist of the following:
1.
Notice
inviting bids shall be published at least once in at least one (1)
official newspaper in the County with a circulation of at least five
hundred (500) copies per issue, which notice shall be published at
least five (5) days preceding the last day set for receipt of proposals.
The newspaper notice required herein shall include a general description
of the articles to be purchased or sold, shall state where bid blanks
and specifications may be secured, and the time and place for opening
bids. The purchasing agent shall also solicit sealed bids from all
responsible prospective suppliers or purchasers who have requested
their names to be added to a "bidder's list", which the purchasing
agent shall maintain, by sending them a copy of such newspaper notice
or such other notice as will acquaint them with the proposed purchase
or sale.
2.
The
City Clerk shall also solicit sealed bids by direct mail request to
prospective vendors and by telephone as may seem to him/her to be
in the best interest of the City.
[Ord. No. 260 §5, 5-18-1982]
All bids shall be submitted to the City Clerk and shall be identified
as bids on the envelope. Bids shall be opened in public at a time
approved by the Board of Alderpersons. The City Clerk shall tabulate
all bids received and the results shall be open to the public. The
Board of Alderpersons shall have the authority to reject all bids,
parts of all bids or all bids for any one (1) or more supplies or
contractual services included in the proposed contract when in their
opinion the public interest will best be served thereby.
[Ord. No. 260 §6, 5-18-1982]
A.
Contracts
shall be awarded to the lowest responsible bidder. In determining
lowest responsible bidder, in addition to price, the Board of Alderpersons
shall consider:
1.
The
ability, capacity or skill of the bidder to perform the contract or
provide the service required;
2.
Whether
the bidder can perform the contract or provide the service promptly
or within the time specified without delay or interference;
3.
The
character, integrity, reputation, judgment, experience and efficiency
of the bidder;
4.
The
quality of performance of previous contracts or services;
5.
The
previous and existing compliance by the bidder with laws and ordinances
relating to the contract or service;
6.
The
sufficiency of the financial resources and ability of the bidder to
perform the contract or provide the services;
7.
The
quality, availability and adaptability of the supplies or contractual
services to the particular use required;
8.
The
ability of the bidder to provide future maintenance and service for
the use of the subject of the contract; and
9.
The
number and scope of conditions attached to the bid.
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When the award is not given to the lowest bidder, a full and
complete statement of the reasons for placing the order elsewhere
shall be entered in the minutes by the Board of Alderpersons. If all
bids received are for the same total amount or unit price, the City
Clerk shall readvertise for bids, unless the public interest will
not permit this delay. In such case, the Board of Alderpersons shall
award the contract to one (1) of the tie bidders by drawing lots or
by purchasing the supplies or contractual services in the open market,
provided the price paid therefor shall not exceed the lowest contract
bid price submitted for the same supplies or contractual services.
If two (2) or more bidders tie for low bid and elements of time or
responsibility of the bidders are not sufficient to justify the award
to one (1) of the tie bidders, the Board of Alderpersons shall award
the contract to one (1) of the tie bidders by drawing lots.
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[Ord. No. 260 §7, 5-18-1982]
A.
All purchases of supplies and contractual services of less than the estimated value of ten thousand dollars ($10,000.00) shall be made in the open market without newspaper advertisement and without observing the procedure prescribed in Section 135.030 hereof for award of formal contracts.
B.
All open market purchases shall, whenever possible, be based on at least three (3) competitive bids and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 135.060 of this Chapter. The City Clerk shall solicit bids by direct mail and by telephone to prospective vendors. The City Clerk shall keep a record of all open market orders and the bids submitted in competition hereon and such record shall be open to public inspection.
[Ord. No. 260 §8, 5-18-1982]
A.
The Board
of Alderpersons is authorized to dispose of personal property which
has become obsolete and unusable upon terms advantageous to the City
of Greendale.
B.
The Board
of Alderpersons is authorized to conduct or have conducted a public
auction at which those items found by the Board of Alderpersons to
be obsolete and unusable will be sold in a manner consistent with
commonly accepted procedures for public auctions.
C.
With the exception of those items sold at public auction, personal property having an estimated value in excess of five thousand dollars ($5,000.00) shall be disposed of in accordance with the formal contract procedures as provided in Section 135.030 of this Chapter and disposal of personal property having a value of less than five thousand dollars ($5,000.00) shall be made in accordance with the open market procedure as provided for in Section 135.070 of this Chapter.
[Ord. No. 260 §9, 5-18-1982]
A.
Professional Services. Contracts for services of professional
persons, including, but not limited to, attorneys, physicians, architects,
accountants or other services requiring expert or special knowledge
or skill including, but not limited to, Police protection, planning
consultants, insurance advisors and brokers, auditors, public relations
consultants, real estate brokers, landscape architects and designers,
shall be exempt from the requirement of competitive bidding.
B.
Cooperative Purchasing. Contracts with any other governmental
units or agencies for the purpose of cooperative purchasing, when
it would best serve the interests of the City, shall be exempt from
the requirement of competitive bidding. The Mayor must, however, verify
that the purchase has been subject to competitive bidding by some
other governmental entity.
C.
Exclusive Supplier. Where it shall be determined that there
exists a sole supplier without a substitute which would reasonably
satisfy the needs of the City, supplies, materials and equipment may
be secured in a manner other than competitive bidding. This method
of procurement shall be directed by the Mayor.
D.
Per Unit Pricing. When it shall be deemed more appropriate
to obtain per unit pricing at the beginning of the fiscal year, at
which time items shall be subject to Board of Alderpersons approval,
supplies, materials and equipment may be secured from that same supplier
throughout the fiscal year.
[Ord. No. 260 §10, 5-18-1982]
In case of an apparent emergency which requires an immediate
purchase of supplies or contractual services, the Board of Alderpersons
may authorize the purchase at the lowest obtainable price any supplies
or contractual services regardless of the amount of the expenditure.
A full explanation of the circumstances of the emergency purchase
shall be recorded in the minutes of the Board of Alderpersons.
