Agenda - Public Works Committee - 02/15/2011

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bids shall be retained for at least one year after the completion of the contract or purchase or until the annual audit for the year of purchase is completed, whichever is longer. 4.2 Sealed Bids/Major Purchases • A formal sealed bid procedure is required for all purchases in excess of $100,000 except professional services. • City Council approves all bids and specifications. • A published notice is required in the official city newspaper at least ten days in advance of the bid opening. The notice may also be published on the city's official website. • All bid openings are to be administered by the City Administrator and/or the originating department. • The preparation of all specifications are to be the responsibility of the City Administrator and/or the originating department. • Required authorization for plans and specifications is the responsibility of the City Administrator and/or the originating department. • The City Council must formally approve the bid contract. 4.3 Quotes/Intermediate Purchases If a purchase is estimated to exceed $15,000 but not to exceed $100,000, the purchase may be made either by sealed bids or by direct negotiation based upon quotations. If a purchase is made in this range, staff members are required to obtain at least three written quotes and the quotations must be kept on file for at least one year. All such quotes must be forwarded to the Finance Department with the purchasing documents. 4.4 Professional Service Contracts: The city retains outside professional services in the area of: • Legal • Planning • Auditing • Assessing • Engineering • Banking • Towing Those contracts for professional services which are included in the City's General Fund Budget will be approved annually with formal adoption of the City's Budget. 4.5 Request for Proposals (RFP) • RFP's will generally be used to solicit proposals for professional services. • An RFP will automatically be solicited for those services that exceed a City cost of $15,000 or have a value to the solicitor in excess of $15,000 (ex: towing contract). • An RFP will be solicited every three years (unless specifically extended by City Council) for standard city services related to such services as banking, auditing, legal and towing services • Authorization by City Council will be given to staff to issue a RFP. • All RFP's will be advertised in the city's official newspaper and on the city's official website. • City Council must formally approve the proposal. 3