Except as otherwise provided in this chapter, all purchases of materials, equipment, supplies and contractual services, when the estimated cost thereof is more than $25,000 for a single item or service, or bulk purchase of one or more items or services in any single fiscal year, shall be purchased based on formal written bids or proposals from the lowest and best responsible bidder following the formal bid procedures as set forth in this chapter. Furthermore, the City Council shall approve and execute contracts for materials, equipment, supplies and services with an estimated cost of more than $25,000, as described in this section.
(A) Formal bid process. The Purchasing Agent shall be responsible for developing, implementing and managing detailed formal bid processing policies and procedures. These policies will be an integral part of the purchasing process, and should establish minimum guidelines that substantiate the requirements of this section. These policies will include the following key bidding components:
(1) Notice inviting bids;
(2) Establishing a bidder's lists;
(3) Bid opening procedures;
(4) City Council review and award of contract.
(B) Minimum number of bids. All contracts or purchases awarded shall, whenever practical, be based on at least three competitive bids, and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in the definition of "lowest responsible bidder" in § 3.24.020.
(C) Notice inviting bids. The Purchasing Agent shall solicit at least three bids: (1) by direct mail request to prospective vendors; (2) by distribution to bidder's lists; (3) by trade journals and/or (4) by public notices posted in a local newspaper, on the city's website or on the bulletin board at City Hall; and by any other approach deemed appropriate by the Purchasing Agent.
(D) Written bids. Formal written bids shall, when practical, be obtained for the purchase of supplies, equipment, materials, and/or services with an estimated value of more than $25,000.
(E) Recording. If formal written bids are obtained, the Purchasing Agent shall keep a record of all bid requests and/or advertisements and all bids and proposals submitted in response thereto, and such records shall also be open to public inspection and maintained in the city's records pursuant to applicable policy.
(F) Prohibition against subdivision. No contract or purchase order shall be subdivided to avoid the requirements of this chapter.
(`83 Code, § 3.24.080) (Ord. 82-3 (part), 1982; Ord. 93-27 § 3, 1993; Ord. 2016-07 § 1, 2016)