A. The Purchasing Agent, with the approval of the Village Administrator, may determine that it is not advantageous or practical to use the competitive sealed bidding process and, alternatively, utilize the sealed proposal method.
B. Proposals shall be solicited through a request for proposals.
C. Adequate public notice of the request for proposals shall be given in the same manner as provided in subsection 3-1-3C of this chapter, provided the minimum time shall be twenty (20) calendar days.
D. No proposals shall be handled so as to permit disclosure of the identity of any offerer or the contents of any proposal to competing offerers prior to the time at which the proposals are due. A register of proposals shall be prepared containing the name of each offerer, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after the time at which proposals have been formally awarded.
E. The request for proposals shall state the relative importance of price and other evaluation factors.
F. As provided in the request for proposals, discussions may be conducted with responsible offerers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and conformance to, the solicitation requirements. Offerers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.
G. The award shall be made by the Board of Trustees to the responsible offerer whose proposal is determined to be the most advantageous to the Village, taking into consideration price and the evaluation factors set forth in the request for proposals. (Ord. 2019-23, 4-18-2019)