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Bidding Policy <br /> <br />Purpose: <br /> <br />This policy sets forth the general requirements for bidding and advertising for competitively bid <br />projects that are estimated to exceed $175,000. It defines and clarifies the city’s bidding process <br />that is established by state law, including processes specific to electronic bidding. Contracts that <br />involve public improvements under Minnesota Statutes, chapter 429 may have additional <br />requirements. The city of Lino Lakes follows Minnesota law in regard to municipal contracts, <br />including procedures for competitive bidding and all public contract requirements. <br /> <br />Procedure: <br /> <br />1. Approval. Projects or procurements must be either in the approved budget or require city <br />council authorization prior to bidding. All competitively bid contracts require city council <br />action awarding a contract. <br /> <br />2. Plans and Specifications. Prior to seeking bids, the city must prepare plans and <br />specifications that meet all laws and requirements. A standard contract template shall also <br />be used and will be modified as necessary for any given project. The plans and <br />specifications shall include the city's contract requirements based upon the estimated <br />contract amount. Bid bonds, responsible bidder, insurance, performance and payment <br />bonds and withholding affidavits are required for all competitively bid contracts. Other <br />submissions may also be necessary. <br /> <br />3. Advertisement for Bid. Specific language is required for the advertisement for bids. The <br />city's standard advertisement for bids should be used to ensure required language is <br />included. When using electronic bidding, the notice will clearly state that paper bids will <br />not be accepted and it will further specify the form and manner required for all electronic <br />submissions. Contact the city engineer for assistance with generating an advertisement for <br />bids if necessary. Projects estimated to exceed $175,000 require publication in the city's <br />official newspaper or a recognized industry trade journal at least ten days prior to the last <br />day for submission of the bids. Projects estimated to exceed $350,000 require publication <br />in the city's official newspaper and a recognized industry trade journal at least three weeks <br />prior to the last day for submission of the bids. An affidavit of publication is required from <br />each entity that published an advertisement. Minnesota Statutes, section 331A.03 <br />authorizes the city to replace publication in the city’s official newspaper with dissemination <br />on the city’s website; provided, however, that the city follows the procedural requirements <br />contained in said statute. <br /> <br />4. Bid Requirements. Required documents from the bidders may include but are not limited <br />to a bid bond, bid form containing responsible contractor language, human rights <br />certification, and affidavit of non-collusion. All paper bids must be sealed and identified <br />on the outside wrapper. When using electronic bidding, staff shall ensure that the bidding <br />website has the functionality to facilitate submission of all required information and <br />documents to comply with all state bidding laws.