Ordinance 2458-00 - Laserfiche WebLink

EXHIBIT A 3.1 Award The contract will be awarded to the lowest responsive and responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bids. If there are questions or concerns regarding whether a bidder is responsible, refer to Section 2.0 of this Policy and the City Attorney: Any recommendation that uses life cycle costing to determine the lowest responsive and responsible bidder must be approved by the finance director. Local taxes generated by the purchase may be considered when determining the lowest responsive and responsible bid as permitted by RCW. 39.030.040. When a trade-in option is in the City's best interests, the price offered on the trade will be considered when determining the lowest responsive and responsible bid. 3.2 Cancellation An invitation for bids may be cancelled; or the City, at its sole discretion, may reject any or all bids in whole or in part. 3.3 Competitive Bidding-$75,000 or more City Council approval of a call for bids will be sought in response to a properly authorized purchase requisition submitted to the Purchasing Division that includes clear, concise written specifications. Such requisitions will include approval by the Mayor/designee or the appropriate department director/designee. Once approved, the Purchasing Division will solicit sealed bids. Original specifications and the original bid responses will be retained for review and audit as required in the city clerk's vault. At least one notice of the call for bids will be published in the City's official newspaper at a minimum of thirteen (13) days prior to bid opening.' Other methods may be used to attract potential bidders in addition to, but not in place of, publication in the City official newspaper. For example, notices may be placed on the City's Internet web site, or advertised in trade papers or magazines. Sealed bids will be submitted to the city clerk at the location specified in the invitation or call for bids. At the appointed time,all bids will be opened and read aloud in the presence of the bidders or their representatives. Bid openings are usually scheduled for 2:00 p.m.,Tuesdays. Contract forms must be reviewed and approved by the Legal Department. City Council will make all bid awards. Once an award is made, Purchasing will issue a purchase order to the successful bidder. Such purchase orders will be signed by the purchasing manager and reference City Council's award. 3.4 Competitive Bidding-$50,000 to$74,999 Purchasing will obtain sealed bids in response to the receipt of a properly authorized purchase requisition that includes clear, concise written specifications. Council approval of bid calls in this dollar range is not required. Such requisitions will include approval by the Mayor/designee or the appropriate department director/designee. Both the original specifications and the bid responses will be retained for review and audit as required in the city clerk's vault. 1 Charter§4.l 3 Purchasing Policy Page 7 of 20