Lake Elsinore Municipal Code Art. III Formal Bidding Purchase Procedures

Except as provided in this chapter, purchases of supplies, services, equipment and the sale of personal property of estimated value greater than $30,000 shall be by written contract as follows.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014)

Notices inviting bids shall include a general description of the articles to be purchased or sold, state where bid blanks and specification may be secured, and the time and place for opening bids.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014)

At least five days before the date of opening of bids, a notice inviting bids shall be posted on the City's website and either: (A) posted on a website devoted to procurement services, bid and vendor management such as Planetbids.com, or (B) published in a newspaper of general circulation in the City.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014)

The Purchasing Officer shall also solicit sealed bids from any responsible prospective suppliers.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014)

Sealed bids shall be submitted to the Purchasing Officer or designee and shall be identified as bids on the envelope. It is the responsibility of the bidder to ensure receipt of the bid document by the Purchasing Officer by the designated hour. Bids shall be opened in public at the time and place stated in the public notice. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than 30 days after the bid opening.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014; Ord. 1409 § 5, 2019)

The Purchasing Officer may recommend to the City Manager the rejection of any and all bids and readvertise for bids.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014)

Contracts shall be awarded by the City Council to the lowest responsible bidder except as otherwise provided herein. Bidders located within the City of Lake Elsinore may be given a five percent pricing allowance up to a maximum of $5,000 when calculating the lowest responsive bid due to the City of Lake Elsinore's interest in promoting growth and stimulating the local economy.

To qualify for this preference, the vendor shall have a fixed facility with employees within the City of Lake Elsinore, hold a current and valid City of Lake Elsinore business license and shall be subject to the following monetary limitations:

A. The preference shall only be applicable to the first $100,000 annually for purchases of supplies, equipment, and sales of personal property which are competitively bid; or

B. The preference shall only be applicable to the first $100,000 annually for contractual services, including maintenance work and other general services, which are competitively bid; or

C. If the purchase combines the purchase of supplies, equipment, or sales of personal property referenced in subsection (A) of this section with the purchase of contractual services referenced in subsection (B) of this section, the annual limitation on the five percent preference shall be increased to a maximum of $10,000 and shall be applied to the first $200,000 of combined goods and services which are competitively bid.

If the local preference is applicable to a bid offering, it shall be noted in the applicable notice inviting bids.

(Ord. 1109 § 1, 2003; Ord. 1310 § 2, 2012; Ord. 1328 § 1, 2014)

If two or more bids received are for the same total amount or unit price, quality and service being equal, and if the public interest will not permit the delay of readvertising for bids, the City Council may accept the one it chooses or accept the lowest bid made by negotiation with the tie bidders at the time of the bid opening.

(Ord. 1109 § 1, 2003; Ord. 1328 § 1, 2014)