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Page 3 of 5 <br />to an appropriate designee, but such purchases shall be subject to approval by the <br />Agent and/or designee. <br /> <br /> <br />PURCHASES OVER $10,000.00 AND UP TO $25,000.00 <br /> <br />Written quotations shall be obtained from at least two (2) vendors for purchases having <br />a value over ten thousand dollars ($10,000.00) and up to twenty-five thousand dollars <br />($25,000.00), and those quotations shall be presented to the City Council for approval. <br />Whenever feasible the purchase shall be made from the lowest bidder offering quality <br />merchandise. <br /> <br /> <br />PURCHASES BETWEEN $25,000.00 AND $175,000.00 <br /> <br />All materials, equipment and services costing more than twenty-five thousand dollars <br />($25,000.00) but less than one hundred thousand dollars ($100,000.00), competitive <br />bidding is allowed but not required. The city has the option of either using the <br />competitive bidding process or making the contract by direct negotiation. If direct <br />negotiation is used, the city must get at least three (3) quotations, unless the single <br />quote is from the State Contract or if a proprietary product situation is present, and keep <br />them on file for at least one year. All purchases shall be let to the lowest responsible <br />bidder, and the following procedure shall be followed: <br /> <br />1. The Department Head shall provide the Agent with notification concerning the <br />requested expenditure of funds for the purchase of an item(s) with a cost greater <br />than twenty-five thousand dollars ($25,000.00), including supporting narrative as <br />to whether or not the purchase is a budgeted item, and the intended source and <br />availability of funds. It is the responsibility of the requesting Department Head to <br />prepare specifications with Agent assistance. <br />2. If the requested purchase is a budgeted item, Council approval prior to bid letting <br />is unnecessary. <br />3. If it is a non-budgeted item, the request shall be placed on the agenda for the <br />next council work-session for discussion. If the Council recommends the <br />purchase, the matter shall likewise be placed on the agenda for the next Council <br />meeting. <br />4. If the Council authorizes bids for the purchase, the Agent or Designee shall see <br />that appropriate notices are published, and distribute plans and specifications to <br />interested persons/companies. <br />5. Bids shall be sealed, and held in the Administrative Office of the City of Wyoming <br />prior to the formal bid opening. <br />6. When it is time for the formal bid opening, the Agent or Designee shall open all <br />sealed bids which have been submitted for consideration, and read each and <br />every one aloud. The Agent or Designee shall then see that a report is made to <br />the Council concerning the bids received. The report shall contain his/her <br />recommendation concerning the bid to be accepted, and, if a bid other than the <br />lowest bid is recommended, the report shall state the reasons for such <br />recommendation. <br />7. If the Council approves the report, a motion authorizing the acceptance of the bid <br />shall be made. <br />8. The Council may, in times of emergency or when otherwise impractical, waive