2012/03/14 Council Agenda Packet

6 I PURCHASING AND SURPLUS PROPERTY GUIDELINES 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 qualified 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. /1.2 Cancellation A request for proposals may be cancelled at the City's sole discretion and option. The City may reject individual proposals in whole or in part for cause. 4 7.3- Competitive Proposals $7-5Negotiation-$100,000 or more City Council approval of a eattrequest for proposals will be sought in response to the submittal of a properly authorizeda purchase requisition-that, submitted to Purchasing, which includes a description of the requirements and identifies significant evaluation factors and their relative importance.- Once approved, the Purchasing Division will solicit sealed proposals. __ - _ _ - __- ___ _ . _ _ . -- _ _ e" •_ -- At least one notice of the request for proposal&must be published in the.C-ityCity's official newspaper at-a minimum of thirteen (13) days prior to the proposal deadline.8 Other methods may be used to attract potential proposers in addition to, but not in place of, publication in the CityCity's official newspaper.- For example, notices may be placed on the City's Internet web site,Website or advertised in trade papers or magazines. Sealed proposal responsesproposals will be submitted to the city clerk. 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 awards pursuant to a request for proposals in this €'^" -ge-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 s Chartcr 5 1.13 01:06 Page 25 of 39 63/142 92