(a) When funds have been appropriated by Council to provide for a purchase contract of fifty thousand dollars ($50,000) or more, the City Manager may proceed with advertisement for bids or offers for such expenditure without the direction of Council.
(b) When funds have not been appropriated by Council for a purchase contract of fifty thousand dollars ($50,000) or more the following procedures shall be used:
(1) In the case of a purchase contract to be selected through competitive sealed bidding, the City Manager shall not initiate a solicitation without the adoption of a motion of Council authorizing the City Manager to seek bids.
(2) in the case of a purchase contract to be selected through the use of competitive proposals, the City Manager shall render a full written report to Council regarding the purchase and anticipated means of funding. In such instances, Council shall have at least seven days to submit questions or objections, prior to the City Manager initiating a solicitation.
(c) If the need to issue an addendum to a solicitation that is part of a formal source selection process arises, such addendum must be released no later than seventy-two hours prior to the scheduled deadline for the receipt of bids or offers. In the event that an addendum is issued within said seventy-two-hour period, the due date for bids or offers will be delayed at least three calendar days with no additional publication necessary.
(d) Any formal source selection process may be terminated without a resulting purchase contract at the direction of the City Manager when in the best interest of the city. In such instances, a notice of cancellation shall be posted to the city's website and the reasons therefor shall be made part of the procurement file.
(e) In the event that no bids or offers are received in response to a formal source selection process, the solicitation may be canceled at the direction of the City Manager, and a new solicitation may be made as determined by the City Manager without further legislative authorization.
(f) In the event that the lowest and best bid(s) or offer(s) received by the City as part of a formal source selection process are less than fifty thousand dollars ($50,000), and where funds have been appropriated by Council for such purchase, the City Manager may enter into a purchase contract with the lowest and best bidder(s) or offeror(s) without further legislative authorization.
(g) Ancillary procedures for source selection and terms of purchase contracts of fifty thousand dollars ($50,000) or more may be enumerated in the administrative procurement rules, regulations and procedures established by the City Manager. Procedures for all purchase contracts less than fifty thousand dollars ($50,000) shall be governed by the administrative procurement rules, regulations and procedures established by the City Manager.
(Ord. 03-23. Passed 7-1-03; Ord. 2011-04. Passed 2-15-11; Ord. 2015-33. Passed 10-20-15.)