Sec. 2-670. Formal competitive bidding and requests for proposal.
(a) Purchase orders and contracts. Purchase orders and contracts, except as otherwise provided in this article, with an estimated cost of $50,000 or more, shall be awarded through formal, written bid or negotiated requests for proposals procedures. All purchases regardless of dollar amount shall comply with the city's business policy memoranda (BPM).
(b) Bid/solicitation time. The city shall allow a reasonable time for bidders/offerors to review the bid/request for proposal documents and examine the job site prior to the deadline for submission of bids or offers. A minimum of two weeks shall be allowed for this process unless otherwise approved by the department director.
(c) Bid bonds. Bid bonds totaling five percent of the base bid amount shall be required for construction projects of $50,000 or more and other projects as determined by the purchasing manager. When a purchase order or contract is awarded and the successful bidder fails to enter into a contract within 10 days under the terms of the contract as put forward in the solicitation for bids and under the terms of the bid, unless the city has affirmatively, in writing, agreed to amend the terms of the contract prior to bids being submitted after the date of the notice to proceed to another contractor, the bid bond may be forfeited at the sole discretion of the city.
(d) Bid opening/proposal submissions.
(1) Bid opening for competitive bids.
a. Bids shall be submitted electronically through the bidding site as identified in the solicitation. The system will be designed to employ electronic lock boxes that prevent access by anyone until after the bid opening time and date. The locked bids will be linked to the bid number assigned by the city ensuring the clear identity of each bid.
b. Bids shall be opened in public at the time and through the medium stated in the solicitation unless all bidders are notified of a change by written addendum.
c. A tabulation of all bids received shall be available for public inspection electronically.
(2) Submission for request for proposal.
a. Proposals shall be submitted electronically through the bidding site as identified in the solicitation. The system will be designed to employ electronic lock boxes that prevent access by anyone until after the proposal due date and time. Proposals will be linked to the request for proposal number assigned by the city ensuring the clear identity of each proposal.
b. Proposals shall be opened so as to avoid disclosure of contents to competing offerors, and evaluated based on the criteria and process identified in the solicitation document.
c. Proposals shall be electronically available for public inspection upon request after contract award.
(e) Rejection of bids or proposals. Any or all bids, proposals, or parts thereof may be rejected when the public interest will be served thereby. A statement of the reasons for such rejection shall be prepared by the purchasing manager and reviewed and approved in writing by the director of finance and the city attorney's office.
(f) Bid bond or performance and payment bond default. Sureties who have defaulted on bid bonds or performance and payment bonds may be disqualified from submitting such bonds on future solicitations or contracts. No surety shall be disqualified until an opinion regarding such has been obtained from the city attorney. Sureties who have been disqualified may appeal the decision through written correspondence to the purchasing manager (Code 1979, § 2-186; Ord. No. 2023-64, § 2, 11-27-2023; Ord. No. 2023-08, § 1, 4-10-2023; Ord. No. 2012-30, § 3, 7-9-2012; Ord. No. 2002-19, § 1, 4-29-2002; Ord. No. 2000-138, § 1, 12-18-2000; Ord. No. 95-53, exhibit A (§ 2-186(b)), 9-11-1995)