Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES 4.2 — Non- Architectural and Engineering Services In general a competitive process, generally competitive negotiation, is encouraged, but not required, for the City's procurement of professional or personal services which are not classified as architectural or engineering services. Where a competitive process is utilized, it should be administered by Purchasing, if feasible, and should comply with the City's competitive negotiation requirements, specified in Section 7. Otherwise, procurement and administration of such contracts are usually the responsibility of the Mayor/designee or the department director. Regardless of the process utilized, care should be taken to assure that the selected provider is responsible under the factors established in Section 2.2.2(3). The City Attorney should be consulted prior to contracting to determine whether a particular procurement requires approval by the City Council. When City Council approval is not required, the Mayor shall sign professional or personal service contracts where sufficient funding exists in the annual budget or plans and systems ordinance. SECTION 5.0 — PROCUREMENT OF INSURANCE OR BONDS The City procures insurance and bonds through the use of an insurance or bond broker. For more information on the procurement of insurance, contact the City's Risk Manager. For more information on the procurement of bonds, contact the City's Finance Manager. SECTION 6.0 — COMPETITIVE BIDDING The competitive bidding method is the preferred method to acquire equipment, material, supplies, and services (other than public work projects and professional and personal services). Where competitive bidding is utilized, the City will select the lowest responsive and responsible bidder. 6.1 — Bid Specifications Bid specifications should incorporate a clear and accurate description of the technical requirements for the material, product, or service to be purchased. Such descriptions should not contain features that unduly restrict competition. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a "brand name or equal" description may be used. The responsibility of demonstrating to the City's satisfaction that a product is "equal" to that specified shall be on the vendor proposing the substitution. Requests for approval of substitutions must be made with sufficient time to allow the City to adequately review the proposal, including time for vendors to respond to questions and requests for additional information or clarification. The City has no obligation to accept proposed substitutions or engage outside consultants or experts to evaluate proposed substitutions. Acceptance of a substitute product proposed as "equal" to that specified will be made in writing and, if made prior to bid, other bidders will be notified if practical and convenient. Page 14 of 25