Direct procurement by the City of Mt. Vernon shall be made by using one of the following methods depending on the type of service to be procured.
(A) Small purchase procedures. Relatively simple, informal procurement procedures will be used where the purchase of materials, single task services, supplies, equipment, and/or other property will not cost in the aggregate more than $100,000, except where further limited by state law or local policy. The procurement officer must obtain a minimum of three oral or written price or rate quotations from qualified sources. Documentation on all quotations received (whether oral or written) shall be made a part of the file. Selections shall be made principally on price. Payment shall be made upon delivery or completion.
(B) Competitive sealed bids/formal advertising. Under this procedure bids are publicly advertised in accordance with the applicable laws and the City of Mt. Vernon sealed bid procedures. A firm fixed price contract (either lump sum or unit price) shall be awarded to the responsible bidder whose bid is lowest in price and that conforms to all the material teams and conditions of the advertisement for bids.
(C) Competitive sealed bids can be used ONLY when the following criteria are met: (1) there are complete, adequate, and realistic specifications or purchase descriptions; (2) there are two or more responsible bidders who are willing and able to compete effectively; (3) the procurement can be made on a firm fixed-price contract and selection of the successful bidder can appropriately be made principally on the basis of price.
(D) When formal advertising is used the following conditions shall be met.
(1) The advertisement for bids shall be publicly advertised.
(2) The advertisement for bids, including the specifications and pertinent attachments, shall clearly define the items, end products or services needed in order for the bidders to properly respond to the advertisement.
(3) (a) All bids shall be opened publicly at the time and place specified in the advertisement for bids.
(b) A firm fixed-price contract award shall be made by written notice to the lowest responsive and responsible bidder whose bid conforms to the advertisement for bids. Notwithstanding the above, any or all bids may be rejected when there are sound documented business reasons in the best interest of the Community Development Assistance Program.
(c) RESPONSIBLE BIDDER refers to the character or quality of the bidder -- whether it is an entity with which the City of Mt. Vernon is safe doing business.
(d) RESPONSIVE BIDDER refers to whether or not the bidder has offered the City of Mt. Vernon in its bid what was asked for in the specifications.
(e) Disqualification of a bidder for lack of responsibility will require notice to the bidder and the opportunity for a hearing. Rejection of a bid because of unresponsiveness requires only that bidder be informed of why bid was rejected. [See ATTACHMENT A]
(E) Competitive negotiation: requests for proposals/qualification statements.
(1) The technique of competitive proposals is normally conducted with more than one source submitting an offer. All competitive proposals shall be conducted using a foinial RFP/RFQ containing at least the minimum items in the attached RFP/RFQ Outline (See Attachment A). Architectural and engineering services must be procured via requests for qualification statements; administrative consulting and other professional services must be procured via requests for proposals. Other professional services may also be procured by requests for proposals. The following procedures will be used for competitive negotiation:
(a) Requests for proposals or qualification statements will be adequately publicized to achieve sufficient competition. All submittals will be honored and entered into the competition.
(b) Request for proposals or qualification statements shall contain a detailed list of tasks in the proposed scope of work that is expected to be accomplished.
(c) The request for proposals or qualification statements shall identify all significant evaluation factors or selection criteria, including the corresponding point system that will be used to rate the proposals/qualification statements. Requests for proposals shall always include cost and at least one non-cost qualitative evaluation factor.
(d) The selecting official (or committee, if one is designated) shall review all proposals and statements received and make a technical evaluation of each. This shall also include a written statement that identifies the basis upon which the selection was made; including the importance of cost (for RFPs).
(e) Contract award will be made to the responsible offeror whose submission is deemed most appropriate to the City of Mt. Vernon with consideration for price, qualifications, and other factors set by the City of Mt. Vernon. Unsuccessful offerors shall be notified in writing within [ten] working days of contract award. The notification will include a copy of the protest and debriefing procedures (See ATTACHMENT A). Documentation of notification shall be maintained in the contract selection file for the individual project.
(2) For qualifications-based procurement of architectural/engineering (AlE) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, at least three films will be solicited. Following the review of the qualification statements received, the most qualified competitor will be selected to enter into contract negotiation. This shall always include negotiation of price to insure cost reasonableness. At the conclusion of successful negotiation, the competitor shall be invited to enter into a contract.
(Ord. 2024-07, passed 3-4-2024)