A. After the bid opening, the requesting department will prepare a detailed tabulation of all bids, which will then be reviewed by the purchasing agent. In case of a difference between the unit prices and extended totals in a bid, the unit price shall prevail. In case of a difference between written words and figures in a bid, the amount stated in written words shall govern. All relevant state and local, and use taxes shall be included in the final bid amount shown as this is the amount that will be used for purposes of bid evaluation. After reviewing the bids with the department originating the request and the bid evaluation committee (if such a committee is being used), the department will submit a recommendation for award to the lowest responsive, responsible bidder. The recommendation must go through the purchasing agent for review, then to the City Council on a City Council agenda form.
B. No criteria may be used in bid or proposal evaluation that is not set forth in the bid documents.
C. Upon receiving a recommendation for award (or rejection of bids), the purchasing agent will, in writing, notify all offerors of the recommendation. If the low bid is found to be unacceptable, justification will be submitted in writing to the City Manager. The recommendation to the City Council must contain detailed explanations as to how or why the low bid was unacceptable. The city reserves the right to waive any minor informality in accepting and awarding of bids.
(Res. 2008-011, passed 2-19-2008)