Unless the context requires otherwise, the terms used in this chapter, or the rules and regulations adopted pursuant to this chapter, shall have the following meanings:
ADEQUATE APPROPRIATION BALANCE: Sufficient fund balance existing in the appropriation item against which the purchase order is to be charged.
BID: An offer, submitted by a bidder, to furnish supplies, materials, equipment, other personal property, or contractual services in conformity with the specifications, delivery terms and conditions, and other requirements included in the invitation for bids or otherwise required by the city.
BIDDING: The procedure used to solicit quotations on price and delivery from various prospective suppliers of supplies, materials, equipment, other personal property, or contractual services.
CONTRACTUAL SERVICES: Professional and nonprofessional service contracts entered into for the accomplishment of a particular project or a limited period of time.
EMERGENCY PURCHASE: A purchase for a significant event involving the risk of life, property or essential government service where the failure to act immediately could exacerbate the emergency situation.
ESTIMATES OF REQUIREMENTS: Forecasts of future requirements of supplies, equipment, materials, other personal property, or contractual services submitted by city departments or representatives upon request of the mayor or the mayor's designee.
FORMAL COMPETITIVE BIDDING: The process by which written and sealed, or electronically sealed bids are solicited by publication of notice and are read at a designated bid opening with a specific date and time.
OPEN MARKET PROCEDURES: Purchasing goods or services from the open market by, whenever possible, obtaining at least three (3) bids. This bid solicitation can be done by department heads, division managers, or their designees. The goal of open market procedures is to obtain substantially equal goods and services at the lowest possible price.
PUBLIC PROPERTY: Any item of real or personal property owned by the city.
PURCHASE ORDERS: Official documents used in authorizing the commitment of city funds toward the purchase of supplies, materials, equipment, other personal property, or contractual services.
REQUISITIONS: Electronic forms used by departments or other authorized city representatives to request a purchase order by providing detailed information as to quantity, description, estimated price, possible supplier and authorization for requested purchases.
RESPONSIBLE BIDDER: A bidder who has proven by experience or information furnished to the satisfaction of the purchasing agent that his or her current financial resources, production or service facilities, service or reputation, and experience are adequate to make satisfactory delivery of supplies of acceptable quality, equipment or contractual services on which she or he bids; and who has not violated or attempted to violate any provisions of this chapter. (Ord. 14-28, 2014)