(A) The preparation of specifications shall be determined by the nature of the purchase.
(1) All specifications pertaining to the construction, alteration, or repair of any real property shall be prepared by the building commissioner, the director of buildings and grounds, or a professional architect or engineer hired on a contractual basis, who will also supervise the performance, inspection, and testing of the contracts.
(2) All specifications pertaining to automotive purchases shall be prepared by the department head (in charge of the department) or his designee. The department head shall also supervise the performance, inspection, and testing of the contracts in cooperation with the motor vehicle maintenance department head.
(3) All other specifications should be prepared by the department head, or his designee, of the department for which the purchase will be made.
(B) All specifications shall adhere to certain guidelines to insure proper communications with the vendors.
(1) Specifications should set out the essential nature of the items and not call for features or a quality level which is not necessary.
(2) Standard specifications are to be used whenever possible and should be developed from a combination of user department needs, samples of state and federal specifications, and the input of industry.
(3) Specifications should consider both the design and performance features of the desired purchase.
(4) Any trade names, brand names, or catalog numbers shall be used only as comparison points for certain quality levels. Bids shall be considered for any product which meets the desired quality.
(5) Samples can be required whenever product testing is needed to assure a quality level.
(6) Specifications shall be submitted in accordance with state statutes regarding the posting requirements prior to the bid opening date.
(C) The committee, staff and any assigned consultants shall assume responsibility for reviewing the specifications.
(1) Specifications shall be checked for restrictiveness and appropriate quality levels.
(2) The committee and staff may suggest any changes in requirements to the user department.
(3) City council has the right to make any changes in language construction or format, without the direct approval of the user department, as long as those changes do not alter the inherent meaning of the specifications.
(D) The committee or department head shall acknowledge addenda (i.e. modifications or clarifications to specifications after bid invitations have been sent) when necessary.
(1) The department head, or his designee, shall send the addenda to the bidders prior to the bid opening date.
(2) Bids already received shall be returned by certified mail.
(3) If the addenda cannot be submitted with sufficient time for bidders to respond prior to the opening date, then the bid opening shall be rescheduled.
(Ord. O-31-82, passed 11-23-82; amend. Ord. 90-16, passed 7-3-90; amend. Ord. O-16-15, passed 5-5- 15)