Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES SECTION 7.0 — COMPETITIVE NEGOTIATION (REQUESTS FOR PROPOSALS) The City is not obligated to utilize competitive negotiation. However, competitive negotiation can be used, except where constrained by State law, as an alternative to the competitive bidding procedures outlined under Section 6.0 or for the provision of services when the Purchasing Manager determines that the use of competitive negotiation is more practicable or more advantageous to the City than the use of competitive bidding. Where competitive negotiation is used, a request for proposals should be prepared and submitted to an adequate number of qualified sources, as determined by the City, at its sole discretion, to permit reasonable competition consistent with the requirements of the purchase. The request for proposals should identify significant evaluation factors, including price, should provide an indication of their relative importance, and should specify the procedures to be utilized in evaluating proposals. The City may then select the vendor whose proposal is most advantageous to the City, with price and other factors considered. Competitive Negotiations 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 and 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. 7.1 — Cancellation A request for proposals may be cancelled at any time at the City's sole discretion and option. The City may reject individual proposals in whole or in part for cause. 7.2 — Award The City may select the vendor whose proposal is most advantageous to the City, with price and other factors considered. The City will then negotiate a contract with the selected proposer and is not limited in those negotiations by the scope of the original request for proposals but may follow the flow of negotiations to the most advantageous outcome for the City. If the City is unable to negotiate a contract successfully with the selected proposer, the City may terminate negotiations and proceed to negotiate with the second most advantageous proposer and so on. Page 18 of 25