[Ord. No. 3641, 3-20-2023]
Items in this range may be purchased by City departments and
the department head without prior approval from the Finance Department
and City Administrator. Department heads must approve purchase and
funds must be available in the budget. All City employees shall perform
reasonable due diligence to ensure that all products and services
required by the City are purchased at reasonable costs, but purchases
made pursuant to this Section shall not require a specified number
of bids or quotes.
[Ord. No. 3641, 3-20-2023]
The department head, Director of Administrative Services and
City Administrator must approve the purchase prior to order and funds
must be available in the budget. Competitive quotes, unless the City
Administrator determines that they should not be required, shall be
solicited in writing or by telephone from at least three (3) vendors.
Failure of a vendor to respond to a solicitation shall not invalidate
a legitimate solicitation by the City in calculating solicitations
made. If the City Administrator determines that competitive quotes
should not be required, the City Administrator shall document the
reason giving rise to that determination. Acceptable reasons for not
soliciting competitive bids, include, but are not limited to, replacement
of like for like products or services when the approximate cost is
within the reasonable range of industry standard, availability of
products or services through a qualified current or previous vendor,
and the cost-benefit analysis of expediency in procurement relative
to the cost of the products or services to be procured. Quote information
received and solicitation attempts made will be tabulated and made
part of the invoice records, as well as record of prior required City
approvals.
[Ord. No. 3641, 3-20-2023]
The department head, Director of Administrative Services, and
City Administrator must approve the purchase prior to order and funds
must be available in the budget. Competitive quotes are required and
shall be obtained in writing or by telephone from at least three (3)
vendors. If the City has not received three (3) competitive quotes
for a given product or service after good faith solicitations for
competitive quotes are made to at least ten (10) prospective vendors
or good faith advertisement of a request for proposals or an invitation
to bid, the City may proceed with the purchase despite receiving fewer
than three (3) quotes. Quote information received and solicitation
attempts made will be tabulated and made part of the invoice records,
as well as record of prior required City approvals.
[Ord. No. 3641, 3-20-2023]
A.
The award of contracts and purchases over fifteen thousand one dollars
($15,001.00) must be approved by the Board of Aldermen unless such
contract or purchase is already approved in the adopted budget for
the current fiscal year. The City Administrator shall notify the Board
of Aldermen of all contracts or purchases that meet these criteria
monthly. In all cases, funds must be available in the budget or necessary
budget amendments must be presented in conjunction with approval of
purchase.
B.
The following procedures apply to Level 4 purchases:
1.
Written notification to current supplier/vendor if services
are being solicited.
3.
Bid solicitations shall state whether the request is for sealed
bids or competitive proposals or quotes.
4.
A specific due date and time shall be provided. Any bids/proposals
received after such date and time will not be accepted.
5.
All bids must be received sealed and upon receipt shall be date
and time stamped and initialed by City staff.
6.
All bids will be publicly opened with at least two (2) City
staff members present.
7.
After the opening, the City Clerk shall tabulate and certify
all bids received. Any bid from the lowest and best responsible bidder
that is for an amount equal to or under what the City's current
budget allows for the item put out to bid can be approved solely by
the City Administrator.
8.
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 a contract within ten (10) days after the award and
the invitation to bid shall so state.
C.
As a requirement to be considered for selection, Level 4 bids, except
material or supply only invitations to bids, shall include the following:
1.
As applicable by State or Federal regulations, the current prevailing
wage determination shall be included in the bid documents, whether
prepared by City staff or a consultant and notation made of the wage
determination's applicability to the project.
2.
A bid bond for five percent (5%) of the base bid must be included
with the bid.
3.
A one hundred percent (100%) payment and performance bond shall
be provided with the signed contract.
4.
Proof of general liability insurance in the amount of two million
dollars ($2,000,000.00) and workers' compensation as required
shall be provided. The City shall be named as an "other insured" on
the binder.
