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HomeMy WebLinkAboutMunicode - Section 18-85Municode Page 1 of 2 Sec. 18-85. - Competitive sealed bidding. (a) Conditions for use. Competitive sealed bidding shall be used for the award of all contracts for goods, equipment and services over $25,000.00, except as otherwise provided for in this article, where it is both practicable and advantageous for the city to specify all detailed plans, specifications, standards, terms and conditions so that adequate competition will result and award may be made to the lowest responsive and responsible bidder principally on the basis of price; provided, however, when a responsive, responsible non - local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in section 18-73, is within 15 percent of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder. Notwithstanding the foregoing, the city manager may waive competitive sealed bidding methods by making a written finding which shall contain reasons supporting the conclusion that competitive sealed bidding is not practicable or is not advantageous to the city, which finding must be ratified and the award approved by an affirmative vote of four - fifths of the city commission or an unanimous vote of the quorum that exists because of either abstentions or vacancies resulting from resignation, death, suspension, or physical incapacitation after a properly advertised public hearing. When competitive sealed bidding methods are waived, other procurement methods shall be followed except for the cone of silence provisions, which shall not be applicable. This section shall not apply to transfers to the United States or any department or agency thereof, to the state or to any political subdivision or agency thereof. (b) Invitation for bids. An invitation for bids shall be issued and shall include, but not be limited to: (1) Instructions and information to bidders concerning the bid submission requirements, including the time and date set for receipt of bids, the address of the office to which bids are to be delivered, the maximum time for bid acceptance by the city, the right of the city manager to reject all offers or bids, and any other special information; (2) The purchase description, qualification factors, delivery or performance schedule, and such inspection and acceptance requirements as may not be included in the purchase description; (3) The contract terms and conditions, including warranty and bonding or other security requirements, as applicable; (4) The date, time and place at which any prebid conference may be held and whether attendance at such conference is a condition for bidding; and (5) The place where any documents incorporated by reference may be obtained. (c) Bidders lists. Bidders lists may be compiled to provide the city with the names of businesses which may be interested in competing for various types of city contracts. Unless otherwise provided, inclusion or exclusion of the name of a business does not indicate whether that business is responsible in respect to a particular procurement or otherwise capable of successfully performing a particular city contract. (d) Public notice. Notice inviting bids shall be published at least once in a newspaper of general circulation in the city a reasonable time prior to bid opening; but in any event at least 15 calendar days shall intervene between the last date of publication and the final date for submitting bids. Such notice shall state the general description of the goods or services to be purchased, the place where a copy of the invitation for bids may be obtained, and the time and place for opening of bids. In addition, the chief procurement officer may solicit bids from all responsible prospective suppliers listed on a current bidders list by sending such bidders copies of the notice to acquaint them with the proposed purchase. (e) Prebid conferences. Prebid conferences may be conducted to explain the requirements of the proposed procurement and shall be announced to all prospective bidders known to have received an invitation for bids. Conferences should be held long enough after the invitations for bids have been issued to allow prospective bidders to become familiar with the proposed procurement, but sufficiently before bid submission to allow consideration of the conference results in preparing their bids. Nothing stated at a prebid conference shall change the invitation for bids unless a change is made by written addendum, which shall be supplied to all those prospective bidders known to have received an invitation for bids. All prebid conferences shall be recorded, and, if a transcript is made, such transcript shall be a public record. (f) Bid opening. All bids shall be submitted sealed to the city clerk and shall be opened publicly by the city clerk or designee in the presence of one or more witnesses at the time and place stated in the public notice and in the invitation for bids. The amount of each bid and such other relevant information as may be deemed desirable, together with the name of each bidder, shall be recorded; the record and each bid shall be open to public inspection. Bid acceptance and evaluation. Bids shall be evaluated based on the requirements set forth in the invitation for bids, which may include criteria to determine acceptability such as inspection, quality, workmanship, delivery and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in (g) http://library.municode.com/print.aspx?clientlD=10933&HTMRequest=http%3a%2f%2flib... 3/1/2012 Municode Page 2 of 2 evaluation for award, such as discounts, transportation costs, and total or life cycle costs shall be measured objectively. No criteria may be used in bid evaluation which were not set forth in the invitation for bids. The results of the evaluation and tabulation of bid prices shall be transmitted by the chief procurement officer to the city manager. (h) Award. The procurement shall be awarded with reasonable promptness by written notice to the lowest responsive and responsible bidder, whose bid meets the requirements and criteria set forth in the invitation for bids except as otherwise provided in this section. For any procurement, including contracts, a bid to be awarded which exceeds $25,000.00 shall be awarded by the city manager only upon certification of the results of the evaluation and the bid tabulation by the chief procurement officer as being in compliance with competitive sealed bidding methods, except as otherwise provided in this article. Copies of the city manager's award shall be delivered to the chief procurement officer and all affected department directors. All bid awards in excess of $50,000.00 must be approved by the city commission upon recommendation by the city manager. The decision of the city commission shall be final. Threshold amounts referenced herein shall include the values associated with potential options of renewal. Awards made by the city manager or by the city commission shall include authority for all subsequent options of renewal, if any. The aforementioned options of renewal shall be exercisable at the option of the city manager if, after review of past performance under the contract, the city manager determines, in his/her sole discretion, that exercise of the option of renewal is in the best interest of the city. The city commission or the city manager shall have the authority to reject any or all bids or portions of bids, or to negotiate with the lowest bidder for better pricing. In the event only one bid is received, the city may award to the sole bidder, negotiate for better pricing or may re -bid, whichever is in the best interest of the city. The city manager shall submit to the city commission on a monthly basis a list of procurements or contracts awarded by the city manager. (Ord. No. 12271. § 2, 8-22-02: Ord. No. 13170, § 2, 5-13-10: Ord. No. 13275, § 2. 7-14-11) http://library.municode.com/print. aspx?clientlD=10933&HTMRequest=http%3a%2f %2flib... 3/ 1 /2012 SNAPSHOT OF PURCHASING SCENARIO NO. 1 GOODS OR SERVICES EXCLUDED FROM THE PROCURMENT CODE: -Advertisements -Postage -Expert Witnesses -Legal Services -Resale Items -Groceries -Artistic Services or Art Works -Hotel Accommodations -Public Transportation -Tickets for Special Events, Tourists Attractions and Amusement Parks -City-sponsored events at hotels, motels, or other similar venues not owned by the City -Title Abstracts of Real Property -Title Insurance for Real Property -Utility Services- Water, Sewer, and Electrical -Entertainment services for City - sponsored events NOTE: The above items should be procured with a Direct Payment, not a Purchase Order -Motor Vehicle License Plates from a government agency -Travel -Expert Consultants -Copyrighted or Patented Materials (i.e. Technical Pamphlet, Books, Maps, Testing or Instructional Materials -Job-related Seminars and Training fees and costs -Real Property -Petty Cash in accordance with City procedures SCENARIO NO. 2 INFORMAL BID REQUIREMENTS FOR GOODS AND SERVICES: -Up to $2,500- Single Quote/Decentralized Purchase (P-CARDS) -$2,501-S10,000-Three written quotes (Purchasing) -$10,001-S25,000-Five written quotes (Purchasing) Award By: Chief Procurement Officer SCENARIO NO. 6 FORMAL BID REQUIREMENTS FOR SERVICES OR PROFESSIONAL /PERSONAL SERVICES (RFP,RFQ,RFLI): Over $50,000, competitive sealed proposals, public notice and public opening Award By: City Commission (over S50,000) SCENARIO NO. 7 EMERGENCY PROCUREMENTS: (UNDER $25,000) Requirement: Department Director must submit in writing a full explanation of the emergency circumstances with reasons on the selection of a particular firm, with an approved requisition to the Chief Procurement Officer Award By: Chief Procurement Officer (OVER S25,000) Requirement: City Manager must waive competitive sealed bidding requirements, after determining that the written findings submitted by Department Director is supported by reasons that an emergency exists. Budget Department must certify fund availability. City Commission shall ratify emergency at the next available City Commission meeting by a 4/5'h Upon ratification Purchasing will issue a Purchase Order. SCENARIO NO. 3 INFORMAL BID REQUIREMENTS FOR PROFESSIONAL SERVICES/CONSTRUCTION SERVICES: -Up to S25,000- Single written proposal on company's letterhead containing scope of work, time frame for completion, deliverables, fees/expenses, key personnel information, subcontractor(s to complete the work, if applicable. Award By: Chief Procurement Officer NOTE- ONLY FOR PROFESSIONAL SERVICES Over S25,000 up to $50,000- At least three written proposals required. Award By: City Manager upon certification by the Chief Procurement Officer SCENARIO NO. 4 FORMAL BID REQUIREMENTS FOR GOODS AND SERVICES (IFB): Over $25,000, competitive sealed bids, public notice and public opening Award By: City Manager (over S25,000 up to $50,0000) City Commission (over $50,000) SCENARIO NO. 5 FORMAL BID REQUIREMENTS FOR CONSTRUCTION SERVICES (IFB): Over S25,000, competitive sealed bids, public notice and public opening Award By: City Manager (over S25,000 up to $100,0000) City Commission (over $100,000) SCENARIO NO. 8 SOLE SOURCE PROCUREMENTS: (UNDER $25,000) Requirement: Department Director must submit in writing a full explanation on the reason why the good or service is a sole source item. The Purchasing Department will conduct research and Chief Procurement Officer makes determination of sole source finding. Award By: Chief Procurement Officer (OVER $25,000) Requirement: Determination of Sole Source Award is made by Chief Procurement Officer in writing with complete justification. City Manager must waive competitive sealed bidding requirements, after determining that the written findings supported that only one reasonable source exists. Budget Department must certify fund availability. Sole Source must be published at least once in a newspaper of general circulation 15 days before award by the City Commission. City Commission shall ratify sole source finding at by a 4/51° vote.