12-16-2020 Council Packet - Laserfiche WebLink

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Page 4 proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. 9. All solicitations will incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description will not, in competitive procurements, contain features which unduly restrict competition. The description will include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, will set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications will be avoided if at all possible. 10. The city will make independent estimates of the goods or services being procured before receiving bids or proposals to get an estimate of how much the goods and services are valued in the current market. To accomplish this, after bids and proposals are received, but before awarding a contract, the City conducts either a price analysis or a cost analysis, depending on the type of contract, in connection with every procurement with federal funds in excess of $175,000. 11. The city takes all necessary affirmative steps to assure that minority businesses and women’s business enterprises, and labor surplus area firms are used when possible. To accomplish this, the City uses the following required affirmative steps: • Placing qualified small and minority businesses and women’s business enterprises on solicitation lists. • Assuring that small and minority business, and women’s business enterprises are solicited whenever they are potential sources. • Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises. • Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises. • Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce. • Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed above. 12. Federal methods provide for procurement by micro -purchase. Micro-purchase is a purchase of supplies or services using simplified acquisition procedures. The micro-purchase method is used in order to expedite the completion of its lowest-dollar small purchase transactions and minimize the associated administrative burden and cost. 13. Small purchase procedures may be used in those relatively simple and informal pr ocurement methods for securing nonprofessional services, supplies, or other property that do not cost more than $175,000. 14. Sealed bids ($175,000, formal advertising, price is a major factor). Requirements for sealed bids: • The invitation for bids will be publicly advertised and bids must be selected from an adequate number of known suppliers, providing them sufficient response time prior to the date set for opening the bids. • The invitation for bids, which will include any specifications and pertinent attachments, must define the items or services in order for the bidder to properly respond. • All bids will be publicly opened at the time and place prescribed in the invitation for bid. • A firm fixed price contract award will be made in writing to the lowest respon sive and responsible bidder. • Any or all bids may be rejected if there is a sound documented reason. • Competitive proposal (> $175,000, fixed price or cost reimbursement, request for proposal (RFP) with evaluation methods). Requirement for competitive proposal procedures: • Requests for proposals must be publicized requests and identify all evaluation factors and their