(a) Publication. A notice inviting bids or requesting proposals shall be published at least once in the most appropriate medium or media, as determined by the Purchasing Agent, at least seven days before the last day set for receiving proposals or bids by the City. This seven-day time period may be reduced if a written determination is made by the Purchasing Agent that the acquisition is urgent and sufficient vendors have been notified directly. The notice shall include a general description of the articles or services to be acquired and shall state where the complete solicitation package may be secured. The notice shall also include the time and place for submitting and opening bids.
(b) Vendor List. The Purchasing Agent shall also solicit responsible prospective vendors who have requested their names to be added to a vendor list, by sending to such prospective vendors, in a timely manner, such notice as will acquaint them with the proposed acquisition of goods or services. In any case, invitations sent to the prospective suppliers on the vendor list shall be limited to commodities or services that are similar in character and ordinarily handled by the trade groups to which the invitations for bids or proposals are sent.
(c) Posting. The Purchasing Agent shall also advertise all pending invitations for bid and requests for proposals by posting a notice on the City's website.
(d) Definitions. As used in this section:
(1) "Medium or media" means and includes, but is not limited to, website postings, advertisement in trade magazines, direct mailings, and advertisement in a newspaper of general circulation in the City.
(2) "Most appropriate medium or media" means notification in a medium or combination of media which, in the best judgment of the Purchasing Agent, will result in the greatest number of responses from responsible vendors.
(Ord. 17-00. Passed 7-11-00; Ord. 03-07. Passed 4-17-07.)