The City shall substantially comply with the following guidelines for the specific bid process used:
A. Formal Competitive Bidding:
1. Notice Inviting Bids Issued: Notice includes a general description of the articles to be purchased or the work to be performed, the location where bid plans and specifications may be secured, and the time and place for opening bids. The notice inviting bids shall be:
a. In cases involving building improvements or public works projects over the bid limit as defined in Utah Code Ann. §11-39-101 by requests for bids or proposals. Such notice shall be published twice (2) in a newspaper of general circulation within the City at least fourteen (14) days before the date of the opening of the bids and shall be posted on an electronic bid page which is accessible to large numbers of potential bidders. At the discretion of the City, the notice inviting bids may be delivered to all known responsible prospective bidders, including those whose names are on a bidders' list or who have made a written request that their names be added to the bidders' list
b. In cases involving building improvements or public works projects less than the bid limit defined in Utah Code Ann. § 11-39-101, or the purchase of any supplies, materials and equipment:
I. The City may perform the work itself,
II. The City may purchase off the State Bid List, or,
III. Bid requests may be delivered to all known responsible prospective bidders and/or suppliers, including those whose names are on a bidders' list or who have made a written request that their names be added to the bidders' list, or post on an electronic bid page which is accessible to large numbers of potential bidders.
2. State Bid List: If there is a quotation for the item desired to be purchased on the State Division of Purchasing cooperative contracts ("Bid List"), the City may invite prospective bidders to bid against the price quoted in the State Bid List.
3. Bid Procedure:
a. Sealed bids shall be submitted as designated in the notice with the statement "Bid for (item or project)" on the envelope.
b. Bids shall be opened in public at the time and place stated in the notice.
c. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty (30) days after the bid opening.
d. Bids submitted to the City shall be evaluated on the basis of compliance with specifications and other relevant criteria.
4. Bid Award: Bids shall be awarded or rejected as set forth in Section 1-10-7.
B. Competitive Sealed Proposals In Lieu Of Bids (RFP): This process may only be used when the Mayor or City Clerk determines that the use of formal competitive bidding is either impractical or not advantageous to the City, or for professional service contracts.
1. Notice:
a. Public notice of the request for proposals shall be given by publication twice in a newspaper, magazine or journal likely to give notice to qualified proposers, bidders or suppliers fourteen (14) days prior to the date of opening the proposals, and
b. Notice shall be posted on an electronic bid page which is accessible to large numbers of potential bidders.
2. Request For Proposals: The RFP shall state the relative importance of price and other evaluating factors.
3. Opening Of Proposals:
a. Proposals shall be opened so as to avoid disclosure of contents to competing proposers during the process of negotiation.
b. A register of proposals shall be maintained by the City for thirty (30) days after the contract award and shall be open for public inspection.
4. Revision Of Proposals:
a. As provided in the request for proposals, discussions may be conducted with responsible bidders who submit proposals determined to be reasonably susceptible of being selected for award. The purpose of the discussion is to assure full understanding of and responsiveness to the solicitation requirements.
b. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. Any revision may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.
c. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing bidders.
5. Award of Proposal: Award shall be made to the responsible proposer whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth in the request for proposals, and other criteria set forth herein. The City may further negotiate terms in order to comply with budgets, specific services/products sought, and other matters beneficial to the City. The award shall be in accordance with Section 1-10-7.
C. Open Market Procedure:
1. Supplies may be purchased through supplier accounts the City has opened with various vendors. Employees are encouraged to use sales events for those common supplies sold through various public vendors.
2. Purchases shall be based on at least three (3) bids (price quotations) and shall be awarded to the lowest responsible bidder.
3. Bids (price quotations) shall be solicited from prospective vendors by written or oral request.
4. The Mayor or City Clerk may approve purchases on the open market. (Ord. 21-03, 2-9-2021)