Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES Sealed bids shall be submitted to the City Clerk at the location and in the manner specified in the invitation or call for bids. At the appointed time, according to a clock selected by the City Clerk, all bids will be opened and publicly read aloud. Bid openings are usually scheduled for 2:00 p.m., Tuesdays. City Council will make all bid awards. Once an award is made, Purchasing will issue a purchase order to the successful bidder. Such purchase orders will be signed by the Purchasing Manager or designated buyer and reference the City Council's award. Original specifications and the original bid responses will be retained in the City Clerk's vault for review and audit as required. 6.5 — Competitive Bidding - $10,000 to $99,999 Within this dollar range, Council approval of bid calls is not required. Purchase requisitions must contain clear and concise written specifications. Upon receipt of purchase requisition, Purchasing will solicit written bids. Within this dollar range, bid calls are not required to be advertised in the City's official newspaper, but they may be so advertised. Other methods may be used to attract potential bidders. For example, notices may be placed on the City's Website or advertised in trade papers or magazines. Bids do not need to be sealed, but must be in writing. Use of the City's standard forms is encouraged and may be required at the discretion of Purchasing. Written bids may be delivered by fax, mail, hand delivery, or e-mail. Upon receiving all bids, Purchasing will award the bid and will issue a purchase order, signed by the Purchasing Manager or designated buyer, to the successful bidder. Original specifications and the original quotes will be retained in Purchasing's procurement file for review and audit as required. 6.6 — Competitive Bidding — Less than $10,000 In response to receipt of a 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. Buyers will assure that goods and services are obtained as economically as possible, even where the expense of the procurement is small. When the order is over five thousand dollars ($5,000), an effort will be made to solicit three written quotes from vendors. Verbal quotes are discouraged, but may be used at Purchasing's discretion. Care should be taken to provide that quotes are comparable between vendors (e.g., all quotes should include shipping, installation, tax, and delivery time). Page 16 of 25