§ 6.4.1. Receiving and accepting of bids and requests for approval of purchases of supplies and materials in excess of $20,000.00.

All requests for receiving and accepting of bids and requests to purchase supplies and materials in excess of $20,000.00 shall be introduced by the council. If all is in order with the bid or request to purchase and all federal, state and local legal requirements have been met the item shall be placed on the consent calendar. If all the steps outlined in the bid and request to purchase acceptance procedure have not been met and/or if there is a legal question regarding the bid or request to purchase, the item shall be placed on the regular agenda.

BID AND REQUEST TO PURCHASE
ACCEPTANCE PROCEDURE

1.

Nature of bid/request to purchase:

a.

Department:

b.

Specification:

2.

Name of bidders/vendors and amounts bid/quoted:

3.

Name of low bidder/vendor:

4.

Bid/quotation recommended by mayor:

a.

Name of bidder/vendor:

b.

Amount of bid/quotation:

c.

Mayor's signature:

5.

Purchasing agent review:       Yes No

Comments:

6.

Department head approved:       Yes No

7.

If bid is part of consultant program(s), a letter shall be attached with the recommendation from that firm.

8.

Copy of advertisement in official
legal journal attached:       Yes No

9.

Funding source:

10.

Amount budgeted and account numbers:

11.

Certification of Funds by Finance Department:

12.

Review and recommendation by council administrator.

Bid recommendation must be submitted by administration by agenda cut-off time.

If there is any objection to an item on the consent calendar, that item shall be removed from the consent calendar and placed on the regular agenda. The consent calendar by any council member shall be acted upon with one motion.

(Res. No. R00-29, 12-19-2000; Ord. No. 3072, 6-11-2002; Ord. No. 3348, 9-26-2006)