A. Generally: A procurement official shall select the manner of procuring any supplies and services, and the official has broad discretion to choose the methods appropriate for a particular procurement. Generally, competitive sealed bids should be used to procure supplies and services, except when price is not the determinative element in the procurement, such as when needs are difficult to specify, or when qualifications will be an important element of the performance, as with professional services. Bidders may first be prequalified using a request for qualifications or similar process.
B. Bid Procedures: Each procurement unit may develop written bid procedures that comply with the Procurement Code and Rules to guide operational matters.
C. Bid Opening: Bid opening shall be open to the public at the time and place stated by the City. The time of bid opening shall be determined according to the clock designated by the City employee opening the bids. When opening sealed bids, the City employee opening the bids shall read aloud the name of each bidder and the amount of each bid. Other City employees may, but need not, be present. A record of each bid shall be retained. Late bids shall not be opened.
D. Award: If the City makes an award, it shall be made to the lowest responsive and responsible bidder whose bid meets or exceeds the requirements of the City's bid package, and meets the requirements of the Procurement Code and Rules.
E. Modifying Or Withdrawing Bids: Bids may be modified or withdrawn as follows:
1. Before the time for bid opening:
a. A bidder may modify a bid at any time by delivering an original, written notice of the modification signed by the bidder. The modification must be set forth clearly.
b. Upon providing proof of identity, a bidder may withdraw a bid at any time by physically retrieving the bid, or by delivering an original, signed notice that the bid is withdrawn. Any bid security shall be returned to the bidder.
c. It is solely the bidder's responsibility to properly deliver any written modification or withdrawal. Delivery must be made to the procurement official with responsibility for the bid.
2. After the time for bid opening:
a. Bids may only be modified as determined by the City. (See section 53-1A-9 of this article.)
b. Bids may only be withdrawn with the consent of a procurement official. The official has sole discretion to determine whether to permit the withdrawal of a bid or the release of any bid security.
F. Multiple Or Alternate Bids: A procurement official may authorize the solicitation of multiple bids, alternate bids and base bids plus alternates. In addition to other bid requirements, these bids shall include the following:
1. Specifying Alternates: The bid package shall specify the alternates for which the City will receive bids, and shall indicate that the City will select the alternates it desires, or shall rank the listed alternates in the order of their importance to the City. Alternates may or may not be in addition to a base bid.
2. Making An Award: After bid opening, the City shall determine how many of the alternates it will select, or the City may reject all bids. If the City has ranked the alternates by order of importance, the City shall select alternates in that order. The City will award the contract to the responsive and responsible bidder with the lowest price for the alternates selected by the City.
G. Multi-Step Bidding: The City may conduct multi-step bidding in any reasonable manner that is consistent with this article. (2019 Compilation)