(A) Notice. Whenever the head of any department, agency or other designated spending unit desires to purchase supplies, materials, equipment or services valued at $5,000 or more, he or she shall first submit a requisition form to the Purchasing Director. Such form shall contain the following information:
(1) A brief description of items desired for purchase;
(2) Specifications to be met by supplier in regard to items;
(3) The proposed date of delivery; and
(4) A statement setting forth balance of account credited to the department, agency or spending unit that there are sufficient funds on hand to the credit of such department as provided for in the city budget to pay for such purchase, provided that such bids are not in excess of the proposed maximum allowable purchase.
(B) Publication. After receiving the requisition form as set forth in division (A) above, and after first securing the approval of Council for the proposed purchase, the Purchasing Director shall solicit sealed bids which shall be obtained by public notice published as a Class II legal advertisement in compliance with W. Va. Code 59-3-1, and the publication area for such notice shall be Kanawha and Putnam Counties. Notice shall be published within 14 days next preceding the final date for submitting bids. Such notice may also be published by any other medium the Director may deem advisable and the Director may also solicit sealed bids by sending requests by mail to prospective suppliers.
(1) Contents of notice. All notices to bidders shall contain a brief description of the materials, supplies, equipment or services sought to be purchased. The place where the specifications for such supplies, materials, equipment and services can be examined and where official city bid forms may be secured shall be the offices of the Purchasing Director. The last date in which bids shall be received, together with the date, time, place and when the bids shall be opened and a statement setting forth that the city shall have the right to refuse and reject any and all bids, or any portion thereof, so made and any other information the Director shall deem appropriate under the circumstances.
(2) Bid forms. No bids received under this section shall be considered unless the same shall be upon official city bid forms and enclosed in sealed official bid form envelopes. The Purchasing Director shall prepare and design bid envelopes which shall have conspicuously printed on the face, “DO NOT OPEN. SEALED BID ENCLOSED” and any other language he or she shall deem appropriate.
(C) Awarding bid. The City Purchasing Director shall, at the next regularly scheduled Council meeting, after the bids have been received, present such sealed bids for the inspection of Council, together with any recommendations he or she may have in regard to the awarding of such bid. Thereupon, Council, by majority vote, shall determine from which the city shall purchase the items set forth in the bids with consideration first being given to the lowest reputable bidder.
(Prior Code, § 111.03) (Ord. 82-8, passed 10-5-1982)