As used in this chapter:
BID LIMIT: For a "building improvement" for the year 2003, forty thousand dollars ($40,000.00); for a "public works project" for the year 2003, one hundred twenty five thousand dollars ($125,000.00); for a "Class C road improvement project" for the year 2003, one hundred twenty five thousand dollars ($125,000.00). For each year after 2003, the amount of the bid limit for the previous year, plus an amount calculated by multiplying the amount of the bid limit for the previous year by the lesser of three percent (3%) or the actual percent change in the Consumer Price Index during the previous calendar year.
BUILDING IMPROVEMENT: The construction or repair of a public building or structure.
CLASS C ROAD IMPROVEMENT PROJECT: The construction and maintenance of Class C roads.
CONSTRUCTION MATERIALS: The supplies and services used to complete a construction project.
CONSTRUCTION OF CLASS C ROADS: Work that would apply to any new roadbed either by addition to existing systems or relocations; resurfacing of existing roadways with more than two inches (2") of bituminous pavement; or new structures or replacement of existing structures, except the replacement of drainage culverts.
CONSTRUCTION PROJECT: A building improvement, public works project, or Class C road improvement project.
CONSUMER PRICE INDEX: The Consumer Price Index for All Urban Consumers as published by the Bureau of Labor Statistics of the United States Department of Labor.
EMERGENCY PROCUREMENT: The procurement of supplies, services, or construction materials that cannot be purchased through normal procurement methods due to an existing or imminent emergency condition. An emergency condition is a situation, which creates an immediate and serious threat to public health, life, safety, or property. An emergency condition is usually, but not always, the result of floods, natural disasters, epidemics, riots, or critical equipment failures.
EXEMPT EXPENDITURES: Expenditures for supplies or services that are less than five thousand dollars ($5,000.00).
GOVERNMENT AGENCY CONTRACT: An existing procurement contract that another governmental agency has issued.
INVITATION FOR BIDS (IFB): A procurement document used for seeking competition for large expenditure purchases or small expenditure purchases that may ultimately exceed the amount for a small expenditure purchase. IFBs are submitted electronically or in a sealed envelope to prevent its contents from being revealed or known before the deadline for the submission of bids.
MAINTENANCE OF CLASS C ROADS: The keeping of a road facility in a safe and stable condition to which it was constructed or improved, and includes the reworking of an existing surface by the application of up to and including two inches (2") of bituminous pavement; the installation or replacement of guardrails, seal coats, and culverts; the grading or widening of an existing unpaved road or flattening of shoulders or side slopes to meet current width and safety standards; and horizontal or vertical alignment changes necessary to bring an existing road in compliance with current safety standards.
PERSON: Any individual, firm, partnership, trust, limited liability company, corporation, or other entity however designated.
PROCUREMENT: Buying, purchasing, renting, leasing, leasing with an option to purchase, or otherwise acquiring any supplies, services, or construction materials, and all functions that pertain to the obtaining of any supply, service, or construction materials, including the solicitation of sources, selection, award, and all phases of contract administration.
PROFESSIONAL SERVICES: The furnishing of services for auditing, banking, insurance, engineering, legal, architectural, and other forms of professional consulting.
PUBLIC WORKS PROJECT: The construction of a park or recreational facility or a pipeline, culvert, dam, canal, or other system for water, sewage, stormwater, or flood control and does not include the replacement or repair of existing infrastructure on private property.
PURCHASE ORDER: A procurement document issued by the purchaser to formalize a purchasing transaction (contract) with a supplier. A purchase order encumbers funds (sets asides, assures, or reserves funds for a particular purchase from an approved budget account). A purchase order is sent to a supplier to initiate or "place" an order.
REQUEST FOR PROPOSALS (RFP): An alternative method to sealed bids. A procurement document used for seeking competition for a purchase when the needs of the buyer cannot be clearly expressed or described within a written specification and cost is just one (1) of several criteria necessary to make a procurement decision. Proposals are usually used to purchase professional or human services, or high technology "state of the art" equipment. Proposals are generally not appropriate for construction projects.
REQUEST FOR QUOTES (RFQ): A document used for seeking informal competition on small expenditure purchases. RFQs are usually solicited by telephone, fax, or email.
REQUISITION:
A. An internal document by which a department notifies the Purchasing Agent of items that are needed. The requisition should list the item (or items) needed, the quantity, the account number(s), and the department director's approval to proceed with the purchase. The requisition "pre-encumbers" funds (determines if funds are available for a particular purchase from an approved budget account); or
B. A request submitted to the Purchasing Agent or Finance Department for requesting payment on a previously accrued obligation.
RESPONSIVE AND RESPONSIBLE BIDDER: A supplier or seller who has submitted a bid that conforms in all material aspects to the bid specifications (responsive), and who has the capability in all respects to perform in full the contract or purchase order requirements in a timely manner (responsible).
SEALED BIDS: Also called an invitation for bids (IFB).
SERVICES: The furnishing of labor, time, or effort by a contractor, not involving the delivery of a specific end product other than reports that are merely incidental to the required performance. "Services" does not include employment agreements or collective bargaining agreements.
SOLE SOURCE PROCUREMENT: The procurement of supplies or services that are only available from a single supplier or manufacturer.
SOLICITATION: The process of notifying prospective bidders that the City wishes to receive quotes, bids, or proposals for supplies or services. The process may consist of public advertising, distribution quotes, bids, or proposals to prospective bidders.
SUPPLIES: All personal property, including but not limited to goods, equipment, materials, and printing. (Ord. 1257, 5-2-2017; amd. Ord. 1559, 9-6-2022)