Watsonville Municipal Code Art. 3 Informal Bid Procedures for Equipment, Supplies from Twenty Thousand and…

Purchases of supplies, equipment estimated to cost between Twenty Thousand and no/100ths ($20,000.00) Dollars and One Hundred Thousand and no/100ths ($100,000.00) Dollars and nonprofessional services estimated to cost between Ten Thousand and no/100ths ($10,000.00) Dollars and One Hundred Thousand and no/100ths ($100,000.00) Dollars shall be made pursuant to the procedures in this article. (Ord. 1403-20 (CM), eff. May 28, 2020)

Invitations for quotations shall be made either by verbal or written request. Quotations from at least three (3) prospective sellers, vendors, suppliers or contractors shall be requested. (Ord. 1403-20 (CM), eff. May 28, 2020)

Written quotations, received via mailed letter, fax or email are required, and a record of open market quotations and orders shall be kept in accordance with the City’s record retention policy after the receipt of such quotations. (Ord. 1403-20 (CM), eff. May 28, 2020)

Quotations or proposals may be rejected if:

(a) They fail to meet the specific purchase requirements in any respect; or

(b) All quotations, for any reason whatsoever, and a new request for quotation or proposal may be invited. (Ord. 1403-20 (CM), eff. May 28, 2020)

Purchases shall be awarded to the person submitting the lowest responsive and responsible quotation, except as follows:

(a) If two (2) or more quotations are received for the same total amount or unit price, quality and service being equal, and if, the public interest will not permit the delay of inviting new quotations, then the lower quotation obtained through negotiation with the persons submitting the tie quotations may be accepted;

(b) If no quotations are received, the required purchase may be made for the best price and terms available without further notice to bidders.

(c) As required by City Charter Section 1140, bids shall be awarded to merchants with places of business located within the City if service, quality and prices are equal. (Ord. 1403-20 (CM), eff. May 28, 2020)

Purchase orders shall be used and approved by the Purchasing Officer to award the purchase of equipment and supplies costing between Twenty Thousand and no/100ths ($20,000) Dollars and One Hundred Thousand and no/100ths ($100,000.00) Dollars. Either the Purchasing Officer or City Attorney may, however, require a different form of contract depending on unique circumstances. Contracts shall be used to award the purchase of nonprofessional services costing between Ten Thousand and no/100ths ($10,000.00) Dollars and One Hundred and no/100ths ($100,000.00) Dollars and shall be signed by the City Manager. (Ord. 1403-20 (CM), eff. May 28, 2020)