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Home My WebLink AboutR-1992-034 RESOLUTION NO. 34-92 A RESOLUTION OF THE CITY OF DANIA, FLORIDA, APPROVING PROCEDURE FOR THE AWARDING OF CONTRACTS FOR SUPPLIES AND CONTRACTUAL SERVICES AND SALE OF OBSOLETE PERSONAL PROPERTY; PROVIDING THAT ALL RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH BE REPEALED TO THE EXTENT OF SUCH CONFLICT; AND PROVIDING FOR AN EFFECTIVE DATE. ! - BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA, FLORIDA: Section 1 . Formal Contract Procedure. a) All supplies, services, materials and equipment, except as otherwise provided herein, when the estimated cost thereof shall exceed $7, 500 shall be purchased by formal written contract ' from the lowest responsible bidder, after due notice inviting proposals and/or bids . b) All supplies, services, materials and equipment in excess ! of $7, 500 and up to and including $15,000 may be made by the city manager without competitive bidding and without advertising if he/she is authorized to do so in advance by resolution adopted by the city commission. i c) All supplies, services, materials and equipment, when estimated cost thereof shall be less than $7, 500 but more than $1 , 000 shall be purchased through open quotes of at least 3 ' i vendors who furnish such supplies, services, materials and j equipment. Bids in this case shall be solicited by (a) direct mail request to prospective vendors and (b) by telephone. All orders and quotes submitted in competition shall be open to public inspection. d) All purchases of supplies, services, equipment and materials in excess of $15,000 and contracts for construction, extension and/or improvements of public utilities works in excess of $2 , 000 must be done through the bidding process and approved by the city commission. e) All sales of personal properties which have become obsolete and unusable, when the estimated value shall exceed $5,000 shall be sold to the highest responsible bidder, after due notice inviting proposals. The estimated cost of the property shall be determined a qualified appraiser appointed by the city manager. f ) All sales of personal properties which have become obsolete and unusable, when the estimated value is under $5, 000 I { shall be disposed of through the discretion of the administration with the approval of the city manager without advertised } competitive bids . The estimated cost of the property shall be determined by a qualified appraiser appointed by the city manager. 1 . I Section 2 . Notice Inviting Bids. + a) Notice inviting bids and/or proposals shall be published ; by the city clerk once in at least one official newspaper - generally circulated within the city, with such publication to be published weekly for 2 consecutive weeks with the first publication to be not less than 15 days prior to receipt of bids and/or proposals . i b) Sealed bids shall be solicited by the requesting department from all responsible prospective suppliers who have requested their names to be added to a "Bidders List" by sending them a copy of such newpaper notice or such other notice as will acquaint them with the proposed purchase or sale. In any case, invitations sent to the vendors on the bidders ' list shall be limited to commodities that are similar in character and ordinarily handled by the trade group to which the invitations are y, pa {r,9 sent. c) When deemed necessary by the city manager, bid deposits shall be prescribed in the public notices inviting bids. Fi .dy Unsucessful bidders shall be entitled to return of surety where i the city has required such. A successful bidder shall forfeit any surety required by the city upon failure on his/her part to enter a contract within ten ( 10 ) days after the award of the bid. Section 3 . Bid Opening Procedure. f : a) Sealed. Bids shall be submitted sealed to the city clerk ! ' and shall be identified as bids on the envelope by the bidder. b) Opening. An administrative party or parties appointed by the city manager shall open the bids in public at the time and place stated in the public notice and determine if all bid requirements have been met. c) Tabulation. The city manager will appoint the appropriate party or parties to tabulate the bids and prepare a recommendation of award of the bid to the city commission for approval. Section 4 . Rejection of Bids. The city commissioners shall have the authority to reject all bids, parts of bids or all bids for any one or more supplies or J" contractual services included in the proposed contract, when the public interest will be served thereby. Y' r -2 34-92 Resolution No. Section 5 . Award of Contract. 1 a) Contracts shall be awarded to the lowest responsible bidder. In determining the lowest responsible bidder, in addition j to price, the party or parties appointed by the city manager to ({ tabulate the bids shall consider: 1 . The ability, capacity and skill of the bidder to perform the contract or provide the service required. 2 . Whether the bidder can perform the contract or provide the service promptly, or within the time specified, j without delay or interference. 3 . The character, integrity, reputation, judgment, experience and efficiency of the bidder. 4 . The quality of performance of previous contracts or services. 5. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service. 6. The sufficiency of the financial resources and j ability of the bidder to perform the contract or provide the service. la 7 . The quality, availability and adaptability of the . . supplies or contractual services to the particular use i required. B. The ability of the bidder to provide future maintenance and service for the use of the subject of the ` contract. 9. The number and scope of conditions attached to the bid. After the lowest responsible bidder is determined, a recommendation for reward of the bid will be presented to the city commission for their approval . b) Award to other than low bidder. When the award is not given to the lowest bidder, a full and complete statement of the reasons for placing the order elsewhere shall be prepared by the party or parties recommending the bid award and filed with the other papers relating to the transaction. i 7' -3- M-92 Resolution No • P . tip•.••s. �`1!' c ) Tie Bids. Local vendors. If all bids received are for the same total amount or unit price, quality and service being equal , the contract shall be awarded to a local bidder. 2 . Outside vendors. Where no local vendor is involved in a tie bid, the city commission shall award the contract to one of the tie bidders by drawing lots in public. d) Performance Bonds. The city manager shall decide whether or not a performance bond is required before entering a contract, in such amount as he or she shall find reasonably necessary to protect the best interests of the city. e) Prohibition Against Subdivision. No contract or purchase shall be subdivided to avoid the requirements of this ordinance. Section 3 . That all resolutions or parts of resolutions in conflict herewith be and the same are hereby repealed to the extent of such conflict. Section 4 . That this resolution shall be in force and take effect iimmed Cely upon its passage and adoption. PASSED and ADOPTED this 10th day f Narc 992 . 1415LYOR - COMMISSIONER ATTEST: I CITY CLERK - AUDITOR I . APPROVED AS TO FORM AND CORRECTNESS FRANK C. ADLER, City Attorney I .1 {Cn �I 1� iC. I" -4- )' Resolution No. 34-92 4. i i i i { n .^.^.... S}x4"f�e.rem^T^L .�Frr.�