(A) Publication of notices.
(1) Invitation for bids. All notices of invitation for bids shall be published in accordance with I.C. 5-3-1 in the Osgood Journal and the Versailles Republican.
(2) Request for proposals. All notices of request for proposals shall be published in accordance with I.C. 5-3-1 in the Osgood Journal and the Versailles Republican.
(3) Request for specifications. All notices of request for specifications shall be published in accordance with I.C. 5-3-1 in the Osgood Journal and the Versailles Republican. The Clerk-Treasurer, as purchasing agent, shall schedule the publication of notice to provide a reasonable amount of time for preparation and submission of bids, proposals, or specifications. The notice will be published in both papers two times, at least one week apart. The second publication must occur at least ten days prior to the date the bids will be opened.
(4) Electronic notices. Whenever a notice or other material including specifications, an invitation for bids, a request for proposals, or a request for specifications is sent by mail, the purchasing agent may also send the notice or other material by electronic means, provided that the transmission of the information is at least as efficient as mailing the information.
(B) Receiving offers.
(1) Invitation for bids. Bids received in response to an invitation for bids must be opened publicly in the presence of at least one or more witnesses at the time and place designated in the invitation for bids.
(2) Request for proposals. Proposals received in response to a request for proposals must be opened so as to avoid disclosure of the contents to competing offerors during the process of negotiation.
(3) Request for specifications. Proposals received in response to a request for specifications may be opened as specified in the request for specifications.
(C) Correction and withdrawal of bids. An offeror may correct inadvertent errors in a bid up to the time at which bids will be opened by supplementing the erroneous bid and submitting a revised bid. A bidder may not supplement an inadvertently erroneous bid after the time at which the bids were opened. A bidder may withdraw a bid containing inadvertent errors up to the time at which bids will be opened and for a period of not more than 24 hours after the time at which the bids were opened.
(D) Cancellation of solicitation. When the purchasing agent makes a written determination that it is in the town’s best interests, the purchasing agent may cancel a solicitation or reject all offers, provided that the solicitation included information concerning the procedure for cancellation.
(E) Small purchases. The purchasing agent may purchase supplies with an estimated cost of less than $25,000 on the open market without inviting or receiving quotes.
(Ord. 1999-2, passed 4-20-1999)