Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES Competitive Bids for Procurements Utilizing FTA Funds:All procurements utilizing FTA funding will be required to follow FTA guidelines on each negotiated contract or professional services contract. Purchasing will utilize the third-party contract clauses, provisions, and certifications at each step of the procurement process including the bid process as well as in the contract phase. These clauses will be provided to Purchasing by the Grants Program Manager in Transportation Services for each FTA funded procurement. Buy America on FTA Funded Procurements:All FTA funded contracts or procurements that are "covered items" including rolling stock, steel, iron, manufactured products, and construction contracts must comply with the Buy America provision as in 49 CFR Part 661 and 49 USC § 5323(j). Certification forms will be provided to Purchasing by the Grants Program Manager in the Transportation Services Department. 6.2 —Award When purchases and contracts are obtained by competitive bidding, they shall 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 bid is responsive or whether bidder is responsible, refer to Section 2.2.2 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. 6.3 — 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. 6.4— Competitive Bidding - $100,000 or more City Council approval of a call for bids will be sought in response to a properly authorized purchase requisition, submitted to Purchasing, which includes clear, concise written specifications. Once approved, Purchasing will solicit sealed bids. At least one notice of the call for bids will be published in the City's official newspaper, 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's official newspaper. For example, notices may be placed on the City's Website or advertised in trade papers or magazines. Page 15 of 25