Fremont Municipal Code Art. VI Informal Contract Procurement

(a) Each contract subject to informal bidding requirements shall comply with this section.

(b) The city shall request informal bids from a reasonable number of qualified potential contractors, as determined in accordance with the purchasing regulations, at least 24 hours before the bid deadline or such shorter period of time as may be approved by the purchasing manager.

(c) The request for informal bids may be oral or in writing (including via telephone or Internet), and shall describe the general requirements of the project (including deliverables, quantities, schedule, and a method for comparing and evaluating bids).

(d) Informal bids shall be submitted in writing in accordance with the requirements of the request for informal bids and the purchasing regulations, which may provide for the negotiation of the terms of the final contract. The award of contract shall be made to the contractor who, as determined by the city manager, provides the best value to the city. Best value may be determined on factors other than price, including, but not limited to: (1) contractor reliability, expertise, availability, timeliness of delivery and ability to provide future maintenance; and (2) product features, functions, life cycle costs, maintenance costs and operating efficiency. (Ord. 2494 § 1, 12-3-02; Ord. 16-2004 § 3, 12-7-04/eff. 1-5-05; Ord. 8-2011 § 13, 7-12-11. 1990 Code § 2-9600.)

(a) Each contract subject to competitive negotiation requirements shall comply with this section.

(b) The city shall request either written qualifications or written proposals from qualified potential contractors on the bidders list, or by such other means which, in the discretion of the city manager, provide notice of the potential project to a reasonable number of potential contractors.

(c) If, in the discretion of the city manager, it is determined that a request for proposals will best meet the purpose and goals of this chapter in light of the particular needs of the project, the city shall include in the request for proposals, at a minimum, the following information:

(1) The deadline for submitting proposals, including the date, time, and address for submittal.

(2) A general description of the requirements of the project for which the city requests proposals.

(3) A description of the format requirements for the proposals.

(4) A copy of the city’s proposed contract terms.

(5) How to obtain more detailed information about the project.

(6) A request for the potential contractor to submit a description of relevant qualifications, a proposed plan to meet the city’s project requirements, any proposed changes to the city’s terms of agreement, and proposed pricing for the project (billing rates and/or estimated budget).

(7) A description of the criteria which the city will use to evaluate proposals and select the potential contractor whose qualifications and proposal best meet the city’s project needs.

(d) If, in the discretion of the city manager, it is determined that a request for qualifications will best meet the purpose and goals of this chapter in light of the particular needs of the project, the city shall include in the request for qualifications, at a minimum, the following information:

(1) The deadline for submitting qualifications, including the date, time, and address for submittal.

(2) A general description of the requirements of the project for which the city requests qualifications.

(3) How to obtain more detailed information about the project.

(4) A request for the potential contractor to submit a description of relevant qualifications.

(5) A description of the criteria which the city will use to evaluate proposals and select the potential contractor whose qualifications best meet the city’s project needs.

(e) The city may, in its discretion, negotiate contract terms with any or all potential contractors whose qualifications meet the city’s project needs. The city may enter into a contract with any or all potential contractors whose demonstrated competence and qualifications meet the city’s project needs, and the terms of the contract meet the purpose and goals of this chapter. (Ord. 2494 § 1, 12-3-02. 1990 Code § 2-9601.)

(a) Each contract subject to minor project requirements shall comply with this section.

(b) The city shall request either formal bids, informal bids, qualifications, or proposals from qualified potential contractors on the bidders list, or by such other means which, in the discretion of the city manager, provide notice of the potential project to a reasonable number of potential contractors.

(c) The bids, qualifications, or proposals shall be submitted to the city in a form appropriate for the level of detail of the project requirements, as identified in the city’s request (which may be based in whole or in part on the requirements set forth in this chapter for informal bidding or competitive negotiations, either in writing or telephonically).

(d) After receiving bids, qualifications, or proposals, the city may, in its discretion, negotiate the contract terms with any or all potential contractors who meet the city’s project needs. The city may enter into a contract with any or all potential contractors who meet the city’s project needs; provided, that the terms of the contract meet the purpose and goals identified in Section 3.20.030. (Ord. 2494 § 1, 12-3-02. 1990 Code § 2-9602.)