(A) Conditions for use. When the Chief Procurement Officer determines that the use of competitive sealed bidding (IFB) is neither practicable nor advantageous to the city, a contract for materials or services may be entered into by use of the competitive sealed proposals (Request For Proposals - RFP) method. This section does not apply to procurement of construction, construction services, or specified professional services pursuant to § 39.25. Construction services shall be procured pursuant to § 39.16 or § 39.25.
(B) Public notice. Adequate public notice of the request for proposals shall be given in the same manner as provided in § 39.11(C) of this chapter.
(C) Receipt of proposals. Proposals shall be handled so as to avoid disclosure of the contents to competing offerors during the process of negotiation. Proposals shall be opened publicly, in the presence of one or more witnesses, at the time and place designated in the request for proposals. Prices shall not be disclosed at this time. A register of proposals shall be prepared containing the name of each offeror, and shall be open for public inspection. The proposal shall be open for public inspection only after contract award.
(D) Evaluation factors. The request for proposals shall state the relative importance of price and other evaluation factors. No other factors or criteria may be used in the evaluation.
(E) Discussion with responsible offerors and revisions to proposals. As provided in the request for proposals, discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and conformance to, the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing offerors.
(F) Award. Award shall be made to the responsible offeror whose proposal conforms to the solicitation and is determined to be most advantageous to the city, taking into consideration price and the evaluation factors set forth in the request for proposals. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award is made. Written notice of the award of a contract to the successful offeror shall be promptly given to all offerors.
('76 Code, § 3-8-3) (Ord. 903, passed 7-23-92; Am. Ord. 2008-012, passed 6-12-08; Am. Ord. 2016-008, passed 12-8-16)