HomeMy Public PortalAboutResolution #2011-24, A Resolution City of Riverdale Resolution Procurement Policy, Original with MSA Engineering Firm, Copy in Resolution FileRESOLUTION
CITY OF RIVERDALE RESOLUTIONV' ~ ,~ p/f - ,~ cf
PROCUREMENT POLICY
PURPOSE
The purpose of this Procurement Policy is to ensure that sound business judgment is
utilized in all procurement transactions and that supplies, equipment, constLUCtion, and
services are obtained efficiently and economically and in compliance with applicable
fed~erat law~aad-ex~utiv~ ard~rs and-to ensure ~tha~ all procurement ii~ansacti ons v~ri1I be
conducted in a manner that provides full and open competition.
APPLICATION
This policy applies to the procurement of all supplies, equipment, construction, and
. services of and for the City related to the implementation a~zd administration of the
CDBG award. All procurement will be done in accordance with 24 CFR; Part 85.36.
POLICY
METHODS OF PROCUREiVIENT
Procurement under grants shall be made by one of the fallowing methods, as described
herein: (a) small purchase procedures; (b} sealed bids (formal advertising}; (c)
competitive proposals; (d) noncornpetitiveproposols.
A. Small purchase procedures are relatively simple and informal procurement methods
that are sound and appropriate for the procurement of services, supplies, or other
property, costing in aggregate not more than $100,000. If small purchase procedures
are used for procurement under a grant, price ox rate quotations shall be obtained
from an adequate number of qualified sources.
B. In sealed bids (formal advexising}, sealed bids are publicly solicited and a fum-fixed-
price contract (hunp sum or unit price} is awarded to the responsible bidder whose
bid, conforming with all of the material terms and conditions of the invitation for
bids, is the lowest in price. The sealed bids method is the preferred method for
procuring construction.
1. In order for formal advertising to be feasible, appropriate conditions must be
present, including, at a minimum, the following:
(a) A complete, adequate and realistic specification or purchase description is
available.
(b) Two or more responsible bidders are willing and able to compete effectively
for the City's business; and
(c) The procurement lends itself to afirm-fixed-price contract, and the selection
of the successful bidder can be made principally on the basis of price.
2. When sealed bids are used for procurement under a grant, the following
requirements apply:
(a) A sufficient time prior to the date set for opening of bids, bids shall be
solicited (publicly advertised) from an adequate number of known suppliers.
(b} The invitation for bids, including specifications and pertinent attachments,
shall clearly define the items or services needed in order for the bidders to
properly respond to the invitation far bids.
(e) All bids shall be opened publicly at the time and place stated in the invitation
for bids.
(d) A firm-fixed-price contract award shall be made by written notice to that
responsible bidder whose bid, conforming to the invitation for bids, is lowest,
Where specified in the bidding documents, factors such as discounts,
transportation costs, and life cycle costs shall be considered in determining
which bid is lowest. Payment discounts may only be used to determine law
bid when prior expei7ence of the City indicates that such discounts are
generally taken.
(e) Any or alI bids may be rejected if there are sound documented business
reasons in the best interest of the program.
C. Procurement by competitive proposals is normally conducted with more than one
source submitting an offer, and either afixed-price or cast-reimbursable type contract
is awarded, as appropriate. Competitive proposals are generally used when
conditions are not appropriate for the use of sealed bids. Ifthe competitive proposals
method is used for procurement under a grant, the following requirements apply:
1. Requests for Proposals shall be publicized and identify all evaluation factors and
then relative importance. Any response to publicized requests for proposals shall
be honored to the maximum extent practical.
2. Requests for Proposals shall be solicited from an adequate number of qualified
sources.
3. City shall have a method for conducting evaluations of the proposals received and
for selectiog awardees,
4. Awards will be made tc the responsible offeror whose proposal will be most
advantageous to the procuring party, with price (other than
architecturallengineering) and other factors considered. Unsuccessful offerors will
be promptly notified in writing.
5. The City may t~se competitive proposal procedures for qualification-based
procurement of architecturaUengineering (AlE) professional services whereby
competitor's qualifications are evaluated and the most qualified competitor is
selected, subject to negotiation of fair and reasonable compensation. The method,
where price is not used as a selection factor, can only be used in the procurement of
.. _ _ .~~ plafessianat ssrvi~s. - Y'Cca~ri rio~~e usse~t-to procure o~1ier types of services_ _ _.. _ _ .. _ _
(e.g., administration professional services) even though A/E firms are a potential
soLirce to perform the proposed effort.
D. Noncompetitive proposals is procurement thxough solicitation of a proposal from only
one source, ar after solicitation from a number of sources, competition is determined
inadequate. Noncompetitive proposals may be used only when the award of a
contract is infeasible under small ptu~chase proceduUes, sealed bids (formal
advertising), or competitive proposals. Circ~unstances under which a contract maybe
awarded by noncompetitive proposals are limited to the following;
1. The item is available from only a single source;
2. After solicitation of a number of sources, competition is detexrnined inadequate;
3. A public exigency or emergency exists when the urgency for the requirement will
not permit a delay incident to competitive solicitation; and
4. The awarding agency (TOED) authorises noncompetitive proposals. (Sole source
procurement for supplies, equipment, construction, and services valued at $25,000
or more must have prior approve! of the Iowa Department of Economic
Development).
E. The City will provide, to the greatest extent possible, that contracts be awarded to
qualified small and minority firms, women lousiness enterprises, and Labor surplus
area firms whenever they are potential sources.
F. Any other method of procurement must have prior approval of the Iowa Department
of Economic Development.
CONTRACT PRICING
A. The cost plus a percentage of cost and percentage of construction cost method of
contracting shall not be used.
B. The City shall perform some foam of castlprice analysis for every procurement
action, including modifications, amendments or change orders.
PROCUREMENT RECORDS
The City shall maintain records sufficient to detail the significant history of procurement,
including the xationa[e for the method of procurement, selection of contract type,
contractor selection or refection, and the basis for the contract price.
Passed and adoptedthis / 7 day of ~~ 2011
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ATTEST
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