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7 <br />LA515\1\1093668.v1 <br />A description of the project or the purchase <br />The availability of specifications including their location (i.e.,located in the Office of the City <br />Clerk) <br />The last day for submission of bids and the place where they are due <br />The time and place for opening bids <br />A statement reserving the right of the City to reject all bids <br />The bids must be opened and tabulated at the time and place specified in the advertisement for bids. <br />Preferably,this should be completed approximately 10 business days in advance of the City Council meeting <br />to allow for a thorough review and tabulation of the bids, and to allow for reference checks as appropriate. <br />A recommendation can then be made to the City Council,and the City Council will award or deny the contract. <br />Bids rejected by City Council must be kept on file for 6 years and the accepted bid must be retained for 10 <br />years after completion of the project. <br />As an alternative to this procurement method,the City may award a contract for construction,alteration, <br />repair,or maintenance work to the vendor or contractor offering the best value under a request for proposals <br />as described in Minnesota Statutes Section 16C.28,subdivision 1,paragraph (a),clause (2),and paragraph <br />(c).City staff must be trained in the “best value”procurement method in accordance with Minnesota <br />Statutes Section 16C.28, subdivision 1d. <br />Greater than $175,000 - Performance and Payment Bond <br />For contracts over $175,000,performance and payment bonds in amounts not less than the contract price <br />are required from the contractor.If change orders substantially increase the amount of the contract,the <br />City Council has the option to increase the required amount of the contractor’s bond. <br />Awarding Contracts <br />For contracts procured through sealed bids or multiple quotes,the City must award the contract to the lowest <br />responsible bidder.The bidder who submits the lowest bid or quote in dollars is not necessarily the “lowest <br />responsible bidder.” <br />Best Value Procurement Alternative <br />Minnesota Statute 412.311 allows the City to use a Best Value procurement alternative for contracts for <br />construction,building,alteration,improvement,or repair work.In that event,the contract may be awarded <br />to the contractor or vendor offering the “best value”under a request for proposals as described in Minnesota <br />Statutes Section 16C.28,subdivision 1,paragraph (a),clause (2),and paragraph (c).Please contact the City <br />Administrator or Finance Director if you wish to consider using the Best Value Procurement Alternative as <br />training is required prior to initiating procurement. <br />Cooperative Purchasing Procedures <br />Cooperative purchasing contracts provide an opportunity for the City to purchase goods and services at <br />reduced costs.Employees do not need to obtain quotes or bids if a purchase is made through a national <br />municipal association purchasing alliance or a cooperative created by a joint powers agreement (of which