867-04 Create Purchasing Procedure

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OR BK 5770 PG 382 5 of 10 responsible bidder meeting all specifications. When the amount of a contract is in excess of Ten Thousand and 00/100 Dollars ($10,000.00), the City Council shall award the contract to the lowest responsive and responsible bidder. In determining the lowest responsive and responsible bidder, in addition to price, the following factors shall be considered: A. The ability, capacity, skill and appropriate licensing of the bidder to perform the contract. B. Whether the bidder can perform the contract within the time specified, without delay or interference. C. The character, integrity, reputation, judgement, experience, and efficiency of the bidder. D. The quality of performance of previous contracts. E. The previous and existing compliance by the bidder with laws and ordinances relating to the contract. F. The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service. G. The quality, availability, and adaptability of the supplies or contractual services to the particular use required. H. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract. I. The number and scope of conditions attached to the bid. When the award is not given to the lowest bidder, a full and complete written statement . of the reasons for such decision shall be prepared by the Purchasing Agent and Department Head, and filed as a public record with the bid documents. SECTION 13. TIE BIDS Award of all tie bids with a value of Ten Thousand and 00/100 Dollars ($10,000.00) or less shall be made by the Purchasing Agent or Department Head. Where tie bids are between bidders, one of which is a business whose principal place of business is located locally and the other bidder is not, the bid may be awarded to the local bidder only if it is determined that the local bidder is the most responsible bidder in accordance with the above factors, or can provide the best deliveiy or services. SECTION 14. COMPETITIVE SEALED PROPOSALS A. When the Agent or Department Head determines in writing that the use of competitive sealed bidding is either not practicable or not advantageous to the City, the contract may be entered into by use of the competitive sealed proposals method. B. Proposals shall be solicited through a request for proposals. C. Adequate public notice of the request for proposals shall be given in the same manner as provided in the case of competitive field bidding. D. Request for proposals shall include specific factors necessary to each project. E. Awards shall be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to the City, taking into consideration price and the evaluation factors set forth in the request for proposals. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award is made.