Watsonville Municipal Code Art. 4 Formal Bidding Procedures for Equipment, Supplies and Nonprofessional…

Purchases of equipment, supplies, and nonprofessional services estimated to be more than One Hundred Thousand and no/100ths ($100,000.00) Dollars shall be by written contract with the lowest responsible, responsive bidder pursuant to the procedures prescribed in this article. (Ord. 1403-20 (CM), eff. May 28, 2020)

(a) Notices inviting bids or requesting proposals shall include, but not be limited to, the following:

(1) General description of the equipment, supplies or nonprofessional services to be purchased;

(2) Location where bid form blanks and specifications may be obtained;

(3) Time and place assigned for the opening of sealed bids;

(4) Type and character of bidder’s security required, if any;

(5) Location and deadline for submission of bids;

(6) Form of contract; and

(7) Insurance requirements.

(b) Notices inviting bids or requesting proposals shall be published on the City’s web site, eBid or other recognized bidding sites or list serves.

(c) Sealed bids or proposals shall be identified as such and submitted by the closing date and time. (Ord. 1403-20 (CM), eff. May 28, 2020)

Bidder’s security may be required when deemed necessary by the Purchasing Officer. Unsuccessful bidders shall be entitled to return of bid security. A successful bidder shall forfeit bid security upon refusal or failure to execute a contract within fifteen (15) days after notice of award of that contract, unless the City is responsible for the delay. The contract may be awarded to the next lowest responsible, responsive bidder upon the refusal or failure of the successful bidder to execute the contract within such time. (Ord. 1403-20 (CM), eff. May 28, 2020)

Sealed bids shall be opened at the date and time stated in the notice inviting bids or requesting proposals. A tabulation of all bids received shall be available for public inspection until the award of a contract. All bids and tabulation shall be retained on file in accordance with the City’s records retention policy. (Ord. 1403-20 (CM), eff. May 28, 2020)

Rejections may occur for:

(a) Any bid that fails to meet the bidding requirements in any respect; or

(b) All bids, for any reason whatsoever, and may readvertise for new bids. (Ord. 1403-20 (CM), eff. May 28, 2020)

Contracts shall be awarded to the lowest responsible, responsive bidder, except that if at the time of bid opening, two (2) 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 renoticing for bids, then the lowest bid obtained through subsequent negotiation with the tie bidders may be accepted. (Ord. 1403-20 (CM), eff. May 28, 2020)

For purchases in excess of One Hundred Thousand and no/100ths ($100,000.00) Dollars, Council award of the contract by resolution is required. (Ord. 1403-20 (CM), eff. May 28, 2020)

A performance bond or a labor and material bond, or both, may be required as a condition to executing a contract with the City in such amounts as the purchasing authority shall determine appropriate to protect the best interests of the City. The form and amounts of such bond(s) shall be described in the notice inviting bids. (Ord. 1403-20 (CM), eff. May 28, 2020)

In addition to the bid or quotation price, criteria for determining the lowest responsible and lowest responsive bid or quotation, may include, but not limited to, the following:

(a) Character, integrity, reputation, judgment, experience and efficiency of the bidder (this may include an analysis of previous work performed for the City or others);

(b) Ability of the bidder to provide the supplies, equipment or services as specified, within the time specified, without delay or interference, and in a satisfactory manner;

(c) Ability of the bidder to provide future maintenance, service, repair parts and replacement of purchased equipment or supplies;

(d) Compliance by the bidder with Federal laws, executive orders and State statutes governing nondiscrimination in employment; and

(e) Results of any evaluation relating to performance or price, such as testing, life-cycle costing, and analysis of service, maintenance and technical data. (Ord. 1403-20 (CM), eff. May 28, 2020)