(A) (1) Public notice of the request for proposals shall be publicly advertised through one of the following methods: use of internet purchasing websites, state procurement website, and/or the city website at least ten days before opening the proposals and shall state the date that proposals shall be submitted.
(2) This notice requirement shall not apply in instances of emergency repairs.
(B) (1) Proposals shall be opened in public, but the contents of the proposals shall not be disclosed to competing offerors during the process of negotiation, except in the case of a local vendor preference under § 36.07.
(2) The city may disclose to the public the names of those who have submitted proposals to the city.
(C) (1) A register of proposals shall be prepared and filed in the office of the city purchasing agent, which shall be open for public inspection after the contract is awarded.
(2) The request for proposals shall state the relative importance of price and other evaluating factors and shall state the period of time in which the submitted proposal must remain valid.
(D) Discussions may be initiated by the purchasing agent with responsible offerors who submit proposals for the purpose of assuring full understanding of, and responsiveness to, solicitation requirements.
(E) In conducting discussions, the city shall not disclose any information derived from proposals submitted by competing offerors.
(F) Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals.
(G) Once a proposal has been submitted, no further revision from the offeror will be allowed unless it is in response to a request for clarification, best-and-final offer, or other response to communications from the purchasing agent.
(H) The contract shall be awarded to the responsible offeror whose proposal is determined in writing to be the 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.
(I) The contract file shall contain the basis on which the award is made.
(Ord. 36-2022, passed 1-4-2023)