(a) Whenever formal bidding is necessary by reason of the probable amount involved, the City Manager or his or her designated agent shall prepare or cause to be prepared specifications for the article or services required and shall advertise the requirements of the City at least once in a newspaper of general circulation in the City, inviting suppliers to tender bids in writing for the furnishing of such requirements. Such bids shall be publicly opened not less than ten days following the date of the first advertisement, at a time and place specified in the published notice. The bids shall be opened and tabulated publicly by the City Manager or his or her designated agent. An investigation of the responsibility of the bidders shall be made if the City Manager deems it necessary.
(b) The City Manager shall report to Council the bids and results of any investigations of the responsibility of the bidders and shall recommend to Council the selection of the lowest and best bid, or, if he determines that the interest of the City would be better served, the rejection of all bids. (Ord. 75-28. Passed 10-6-75.)
(c) No contract for the purchase of articles or services at a cost of twenty five thousand dollars ($25,000) or more shall be made unless Council has authorized and directed the City Manager to do so. Contracts for the purchase of articles or services costing twenty five thousand dollars ($25,000) or more shall be submitted to the Director of Finance for certification as to the availability of funds.
(d) The City acknowledges a desire to award contracts involving City concerns and funded by City money, to individuals and businesses that are located within the City of Vandalia. Where a preliminary analysis of the bids identifies a bid from a Vandalia individual or business, City Council may give a preference to the Vandalia bid and award the contract to the Vandalia bidder when:
(1) Such bid is within 5% of the lowest bid price (for a low bid of fifty thousand dollars ($50,000) or less) or within 2% of the lowest bid price (for a low bid price over fifty thousand dollars ($50,000)), and
(2) But for the bid price, the Vandalia bid would otherwise be considered the lowest and best bid by the City in its normal evaluation procedures in deciding whether or not to award the contract.
(Ord. 92-05. Passed 4-6-92; Ord. 07-11. Passed 7-16-07; Ord. 18-04. Passed 3-19-18.)