(a) Definitions.
(1) Verbal Quotation Form.
The Village solicits verbal quotations on items the Village purchases, which are less than Twenty-five Thousand Dollars ($25,000.00). The results of the verbal quotations are recorded on a memorandum of verbal quotation form.
(2) Informal Quotation.
An informal quotation is a written request for quotation sent to vendors. The informal quotation is used for the purchase of goods and services in an amount less than Twenty-five Thousand Dollars ($25,000.00).
(3) Formal Bid.
The formal bid procedure is used for purchasing goods and services in an amount of Twenty-five Thousand Dollars ($25,000.00) and higher, and in some instances in amounts less than this amount. The formal bid procedure requires a legal public notice and contains detailed, written specifications regarding the goods and services to be purchased, and a number of specific conditions associated with the purchase.
(b) Bid Solicitation.
(1) Competitive bids or quotations may be obtained before contracting to purchase articles, goods, wares, material services or merchandise which amount in bulk to more than One Thousand Dollars ($1,000.00). Purchases up to One Thousand Dollars ($1,000.00) may be made by either telephone quotations, informal written quotations or formal bid. Purchases from One Thousand Dollars ($1,000.00) to Twenty-five Thousand Dollars ($25,000.00) may be made by written quotation, telephone quotation or formal bid. Purchases of Fifteen Thousand Dollars ($15,000.00) and over, pursuant to Subsection (a) above, shall be made by formal bid unless exempted from it by action of the Village Board.
(2) Verbal quotations for goods and services should be secured from at I.east two (2) qualified vendors, and the results of the quotations shall be recorded on the "Memorandum of Verbal Quotation" form and signed by the person receiving the quotations.
(3) Informal requests for written quotations should be solicited from at least three (3) qualified bidders on the request for quotation form. All written requests for quotations shall be issued by the applicable department heads and returned to and analyzed by the applicable department heads. Informal requests for written quotations may also be solicited by telephone. Vendors shall be given a reasonable time to respond to the request for an informal, written quotation and shall be given clear, concise specifications and informal bidding instructions to facilitate competitive bidding.
(4) When a formal bid is required or deemed to be in the best interests of the Village of Edgar, the bidding procedure shall follow the legal requirements associated with a Class One notice under State Statute and the procedures normally associated with the formal bid proposal.
(5) The formal bid proposal will contain at least the following information:
a. The bid number.
b. A detailed description of the goods and services required, including enough information about the items or services required so that more than one (1) vendor can meet the specifications.
c. The time, date and place the bids will be opened.
d. The address to which the bids shall be mailed or delivered. Instructions to bidders shall include such information as delivery dates, transportation charges, proposal prices, conditions for guaranteeing the proposal, payment terms, right of rejection of proposals, right to reject merchandise, insurance requirements, alternative proposal consideration, tax information, and other appropriate information regarding the awarding and execution of the contract and contract considerations.
e. The bid proposal shall also include a section on special provisions including guarantees and service considerations, trade-in considerations, and other information relating to special conditions.
(6) Specifications for all items purchased shall be developed with the full involvement and participation of the using departments. However, the Village Administrator- Clerk-Treasurer shall insure that the specifications are sufficiently broad enough that competition in the bidding process is preserved.
State Law Reference:
Sec. 66.0131, Wis. Stats.