Purchases made for supplies and general services with an estimated value of more than $50,000 require the following:
(A) Notice inviting formal bids must be solicited at least ten days before the deadline for submitting bids by the Purchasing Agent through advertisement and/or posting on the City of Santa Paula’s official website.
(B) The notice soliciting bids must describe the supplies or general services needed in general and generic terms, identify security required for the bid, how bid specifications can be obtained, and designate the deadline and place for submitting bids.
(C) The Purchasing Agent may require bidders to secure bids and performance in a manner approved by the Purchasing Agent and in a form approved by the City Attorney. Unsuccessful bidders are entitled to the return of bid security within 60 days after the date of the award.
(D) (1) Bids must be submitted to the City Clerk’s office in a sealed envelope and be clearly marked as a bid along with the bidder’s name and bid number written on the outside of the envelope. The Purchasing Agent will open properly submitted bids at the time and place stated in the notice inviting bids. A written record and tabulation must be made at the time all bids are received and then opened.
(2) A secure, web-based system or other appropriate media may be used in lieu of sealed bids opened in public, provided that the Purchasing Agent has approved the system for accuracy, confidentiality and reliability.
(E) Bids may be evaluated based upon bid amount, compliance with bid specifications, responsibility of the bidder, and any other reasonable matter identified in the notice soliciting bids, this code, or any other rule or regulation promulgated to implement this chapter.
(F) The Purchasing Agent, or department seeking the supplies or general services, will make a recommendation to the City Council regarding the award of a contract based upon the Purchasing Agent’s concurrence. The City Council has sole authority in award of bids exceeding $50,000.
(G) If the city does not receive any bids, the Purchasing Agent may:
(1) Abandon the purchase;
(2) Rebid the purchase to an extended supplier base;
(3) Rebid the purchase under revised specifications.
(H) If the City Council determines bids are unacceptably high, or specifications were misleading, the Purchasing Agent may reject any bids presented and the item may be re-bid.
(I) The City Council may reject all bids or award the purchase contract to the best qualified bidder whose bid or proposal fulfills the purpose intended according to criteria designated in the solicitation, provided that the contract award amount is within the unencumbered appropriation for that item. The City Council may waive any minor bid irregularities.
(J) If a successful bidder refuses to comply with, or fails to execute, a contract issued by the city within ten days after being awarded the contract, the city may cancel the award and retain any bid security. Compliance with contract requirements includes, without limitation, submission of insurance documentation. Should this occur, the City Council may award the contract to the next lowest responsible bidder.
(Ord. 1075, passed 11-17-03; Am. Ord. 1279, passed 11-7-18)