Ordinance 2458-00 - Laserfiche WebLink

• EXHIBIT A At least one notice of the call for bids will be published in the City official newspaper at a minimum of thirteen (13) days prior to bid opening.2 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. The Purchasing Division will make the award and issue a purchase order, signed by the purchasing manager, to the successful bidder. 3.5 Competitive Bidding-$10,000 to$49,999 Buyers will solicit written bids in response to 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 specifications and the quotes will be retained for review and audit as required in the procurement file. Advertising in the City official newspaper is not required; however, it may be used. Other methods may also be used to attract potential bidders. For example, notices may be posted on the City's Internet web site, or advertised in trade papers or magazines. Quotes do not need to be sealed, but should be in writing. They may be delivered by fax, mail, hand delivery, or e-mail. Standard contract forms must be reviewed and approved periodically by the Legal Department. The Purchasing Division will make the award and issue a purchase order, signed by the purchasing manager or buyers, to the successful bidder. 3.6 Competitive Bidding—Less than $10,000 In response to receipt of a properly authorized purchase requisition that includes clear, concise written specifications, buyers will use their knowledge of supplies, vendors, costs, and the market to issue purchase orders as appropriate. The buyer will see that goods and services are obtained as economically as possible, even if the procurement is small. When the order is over$5,000, an effort will be made to solicit three (3) quotes from suppliers. The quotes will be comparable from vendor to vendor(e.g., all quotes shall include shipping, installation, tax, and delivery time). Standard contract forms must be reviewed and approved periodically by the Legal Department. 3.7 Small Purchases 3.71 Open Supply Purchase Orders The open supply purchase order system was established to facilitate small purchases from local suppliers. Open supply purchase orders are meant to provide small, varied and unpredictable items needed for the day-to-day operations of City work crews. Purchases above$2000 should 2 Charter§4.13 Purchasing Policy Page 8 of 20