Ordinance 2458-00 - Laserfiche WebLink

EXHIBIT A The original request for proposal and 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. 4.5 Competitive Proposals—to$49,999 Buyers will make an effort to obtain three (3) written proposals in response to the receipt of a properly authorized purchase requisition that includes a description of the requirement and identifies significant evaluation factors and their relative importance. Council approval is not required for requests for proposals in this dollar range. Advertising in the City's 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. The responses do not need to be sealed, but should be in writing. Delivery may be by fax, mail, hand delivery, or e-mail. The Purchasing Division will award the bid and issue either a contract or a purchase order to the successful proposer. In general, a contract will be used when services are predominant and a purchase order will be issued when goods are predominant. Such purchase orders will be signed by the purchasing manager or buyer. SECTION 5.0 EMERGENCIES Competitive bidding is not required when an emergency exists; however, in making emergency purchases, an effort will be made to include the level of competition that is practical under the circumstances. An "emergency" means unforeseen circumstances beyond the control of the municipality that either: (a) present a real, immediate threat to the proper performance of essential functions; or(b) will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken. If an emergency exists,the Mayor and his/her designee are authorized to act and will seek a resolution from Council that will: (a) declare an emergency situation exists; (b)waive competitive requirements; and (c) award, on behalf of the City, contracts necessary to address the emergency situation (including, but not limited to, architectural and engineering services. 5.1 Emergency Procurements of$75,000 and Over City Council will, at its earliest opportunity, adopt a resolution declaring an emergency to exist. Such resolution shall declare the emergency, recite the facts constituting the emergency, enumerate the purchases and their costs, and waive the competitive bid requirements. 5.2 Emergency Procurements of Less than $75,000 The department director will submit a memo to Administration, reciting the facts that constitute the emergency, enumerating the purchases and their costs, and requesting that competitive bid requirements be waived. Such justification is subject to the approval of the Mayor/designee and the city attorney. Purchasing Policy Page 12 of 20