Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES 7.3 — Competitive Negotiation — $100,000 or more City Council approval of a request for proposals will be sought in response to a purchase requisition, submitted to Purchasing, which includes a description of the requirements and identifies significant evaluation factors and their relative importance. Once approved, Purchasing will solicit sealed proposals. At least one notice of the request for proposals must be published in the City's official newspaper a minimum of thirteen (13) days prior to the proposal deadline. Other methods may be used to attract potential proposers 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. Sealed proposals will be submitted to the City Clerk. At the appointed time, a register of proposals shall be prepared containing the name of each proposer and a description identifying the item offered. Proposal deadlines are generally scheduled for 2:00 p.m., Tuesdays. Following evaluation of proposals by City staff, and negotiations with the selected proposer, the City Council will make an award. When an award is made, either a contract or a purchase order will be issued to the successful proposer. In general, contracts are issued when services are predominant and purchase orders are issued when goods are predominant. When a purchase order is used, it will be signed by the Purchasing Manager and reference City Council's award. Contracts must be signed by the Mayor. The original request for proposals and the responses will be retained for review and audit as required in the City Clerk's vault. 7.4— Competitive Negotiation — Less than $100,000 Council approval is not required for a request for proposals in this dollar range. Upon receipt of a properly authorized purchase requisition, which identifies significant evaluation factors and their relative importance, Purchasing will obtain sealed proposals. Within this dollar range, requests for proposals are not required to be advertised in the City's official newspaper, but they may be so advertised. Other methods may also be used to attract potential bidders. For example, notices may be posted on the City's Website or advertised in trade papers or magazines. Sealed proposals must be submitted to Purchasing by the deadline specified in the request for proposals. At the appointed time, all proposals will be opened and a register of proposals shall be prepared containing the name of each proposer and a description identifying the item offered. Page 19 of 25