Ordinance 3781-20 - Laserfiche WebLink

STANDARD PROCUREMENT POLICY & FEDERAL EMERGENCY CONTRACTING C. Procurement by Sealed Bids. Sealed bids will be used when feasible and as long as the following conditions apply: i. A complete adequate and realistic specification or purchase description is available ii. Two or more responsible bidders are willing and able to compete effectively for the business iii. The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally on the basis of price If the City determines sealed bidding is the appropriate method of procurement, it must: i. Publicly solicit the bid ii. Ensure bids are solicited from an adequate number of known suppliers (minimum of 3, although more may be appropriate depending on the facts and circumstances of the procurement), providing them sufficient response time prior to the date set for opening the bids iii. Include any specifications and pertinent attachments in the invitation for bids, which shall define the items or services in order for the bidder to properly respond iv. Open the bids at the time and place prescribed in the invitation for bids v. Award a firm fixed price contract such as lump sum or unit price in writing to the lowest responsive and responsible bidder vi. Consider factors such as discounts, transportation costs, and life cycle cost in determining which bid is lowest when these factors are specified in the bid documents vii. Only use payment discounts to determine the low bid when prior experience indicates that such discounts are usually taken advantage of viii. Only use a fixed price incentive contract or include an economic price adjustment provision in a fixed price contract when there is a rational basis for doing so, which must be documented in the Procurement File ix. Reserve the right to reject any or all bids, provided there is a sound documented reason D. Procurement by Request for Proposal. If the City determines that the sealed bid method is not appropriate for obtaining certain goods and services i.e., the contract award cannot be based exclusively on price or price-related factors due to the nature of the goods or services required, the City will issue a Request for Proposal (RFP). i. Requirements for RFPs. a. RFPs must be publicized. b. RFPs must identify all evaluation factors and their relative importance but need not disclose numerical percentage ratings or weights. Evaluation factors must reflect the subject matter and elements most important to the City. Examples include Page 46 of 57