Ordinance 2458-00 - Laserfiche WebLink

EXHIBIT A 4.3 Competitive Proposals-$75,000 or more City Council approval of a call for proposals will be sought in response to the submittal of a properly authorized purchase requisition that includes a description of the requirements and identifies significant evaluation factors and their relative importance. Once approved, the Purchasing Division will solicit sealed proposals. Such requisitions will include approval by the Mayor/designee or the appropriate department director/designee. At least one notice of the request for proposals must be published in the City official newspaper at a minimum of thirteen (13) days prior to proposal deadline.8 Other methods may be used to attract potential proposers 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 proposal responses will be submitted to the city clerk. At the appointed time, a register of proposals shall be prepared containing the name of each proposer and a description identifying the item offered. Proposal deadlines are generally scheduled for 2:00 p.m., Tuesdays. City Council will make awards pursuant to a request for proposals in this dollar range. When an award is made, either a contract or a purchase order will be issued to the successful proposer. In general, contracts are issued when services are predominant and purchase orders are issued when goods are predominant. Such purchase orders will be signed by the purchasing manager and reference City Council's award. The original request for proposal and the responses will be retained for review and audit as required in the city clerk's vault. A monthly report of these purchases will be submitted to the Mayor, City Council, and finance director. 4.4 Competitive Proposals-$50,000 to$74,999 Purchasing will obtain sealed proposals in response to the receipt of a properly authorized purchase requisition that includes a description of the requirements and identifies significant evaluation factors and their relative importance. Council approval is not required for a request for proposal in this dollar range. Such requisitions will include approval by the Mayor/designee or the appropriate department director/designee. At least one notice of the request for proposals should be published in the City official newspaper.9 Advertisement shall occur a minimum of thirteen (13) days prior to proposal deadline. Other methods may be used to attract potential proposers 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 proposal responses will be submitted to the city clerk. At the appointed time, a register of proposals shall be prepared containing the name of each proposer and a description sufficient to identify the item offered. Proposal deadlines are generally scheduled for 2:00 p.m., Tuesdays. The Purchasing Division will make the award and issue either a contract or purchase order to the successful proposer. In general, contracts are used when services are predominant and a purchase order is issued when goods are predominant. Purchase orders will be signed by the purchasing manager. 8 Charter§4.13 9 Charter§4.13 Purchasing Policy Page 11 of 20