The following procedures shall apply to informal bids for public projects:
(A) Notice inviting informal bids.
(1) Required noticing. When a public project is permitted to be let to contract by informal bidding pursuant to this chapter, a notice inviting informal bids shall be mailed to all contractors on the list created pursuant to § 3.26.030 for the category of work being bid and to all the construction trade journals specified by the Commission in accordance with Public Contract Code § 22036.
(2) Optional noticing. Notice may be also provided to any additional contractors, publications and/or construction trade journals identified by the City Manager or the City Manager’s designee.
(3) Exception. If the product or service to be procured for a public project is proprietary in nature such that it can be obtained only from a certain contractor or contractors, the notice inviting informal bids may be sent exclusively to such contractor or contractors.
(B) Time of giving notice. All mailing of notices to contractors and construction trade journals pursuant to this section shall be completed not less than ten calendar days before bids are due.
(C) Description of project. The notice inviting informal bids shall describe the project in general terms and how to obtain more detailed information about the project, and state the time and place for the submission of bids.
(D) Authority to award contracts. The City Manager is authorized to award a contract for a public project pursuant to the process set forth in this section if the lowest bid received is $25,000 or less. Contracts valued at more than $25,000 shall only be awarded by the City Council.
(E) Bids exceeding $175,000. If all bids received pursuant to the informal process are in excess of $175,000, the City Council may adopt a resolution by a four-fifths vote to award the contract to the lowest responsible bidder at $187,500 or less, if it determines the city's cost estimate was reasonable.
(F) Award of contract. Any contract awarded pursuant to this chapter shall be awarded to the lowest responsible bidder.
(Ord. 2015-02 § 2 (part), 2015)