Sec. 43-14. Competitive sealed proposals.
Competitive sealed proposals may be solicited when the City desires to award contracts for goods or services based on evaluation criteria, including price as set forth in the solicitation.
A. A solicitation in the form of a request for proposals will be issued by the Procurement Officer when conducting competitive sealed proposals, which solicitation at a minimum must include:
1. Specifications for the goods or services required by the City;
2. Instructions about the competitive sealed proposals process, proposal preparation, submission of proposals, the proposal evaluation process, including whether the Procurement Officer may enter into discussions;
3. Evaluation criteria; and
4. Material terms and conditions to be included in any resulting contract.
B. Except as authorized in this section, each request for proposals issued in accordance with this section will be available to the public for at least 14 days prior to the solicitation deadline.
C. After submitting its proposal, an offeror may correct or withdraw its proposal any time before the solicitation deadline.
D. The Procurement Officer may amend a request for proposals before or after the solicitation deadline. Any amendment must be made available, in the manner provided in the request for proposals, to all persons and businesses that received the initial request for proposals.
E. Proposals shall be physically or electronically opened at the time and place designated in the request for proposals. The name of each offeror shall be recorded and made available to the public. All other information within the proposals will remain confidential until the procurement file is made available to the public.
F. Late proposals will be rejected, except for good cause.
G. The Procurement Officer will facilitate evaluation of proposals in accordance with the instructions and evaluation criteria set forth in the request for proposals. Only the evaluation criteria set forth in the request for proposals will be used in the evaluation process.
H. In accordance with regulations and as set forth in the request for proposals, the Procurement Officer may hold discussions. Discussions must be conducted in writing or conducted orally and confirmed in writing. In conducting discussions, the Procurement Officer will not disclose any information derived from proposals submitted by competing offerors. The Procurement Officer may request proposal revisions from all offerors with whom discussions were held. The Procurement Officer will facilitate an evaluation of any proposal revisions.
I. The Procurement Officer may cancel the request for proposals and reject all proposals received prior to award of a contract by the City Council.
J. The Procurement Officer will recommend contract award to City Council in accordance with this chapter. Contracts shall be awarded to the responsible offeror(s) whose proposal(s) are determined to be the most highly rated, taking into consideration the evaluation criteria set forth in the request for proposals. (Ord. No. G-5953, 2014)