5.08.110 Competitive sealed bidding.
A. The purchasing agent shall initiate competitive sealed bidding by issuing an invitation for bids. The invitation for bids shall state, or incorporate by reference, all specifications and contractual terms and conditions applicable to the procurement.
B. The purchasing agent shall give public notice of the invitation for bids at least 14 days before the last day on which bids will be accepted, by publication in a newspaper of general circulation in the city, and posting in a location at the city offices that the mayor designates for this purpose. The contents of the notice shall be sufficient to inform interested readers of the general nature of the supplies, services or construction being procured, where to obtain a copy of the invitation to bid, and the procedure for submitting a bid.
C. The terms of an invitation for bids may be modified or interpreted only by written addendum issued by the purchasing agent. Each addendum to an invitation for bids shall be sent to each recipient of the invitation for bids. A bid is responsive only if it acknowledges receipt of all addenda to the invitation for bids.
D. The city shall not accept bids that are received after the time for receipt of bids stated in the invitation for bids. A timely bid is subject to unconditional acceptance without alteration or correction, except that:
1. A bidder may withdraw a bid before the time for receipt of bids;
2. After the time for receipt of bids, the city, in its discretion, may permit a bidder to correct an error in a bid that is apparent from examination of the bid document.
E. Bids shall be opened publicly at the time and place designated in the invitation for bids. The purchasing agent shall tabulate the amount of each bid and shall record such other information as may be appropriate for evaluation, together with the name of each bidder. The tabulation shall be open to public inspection, and a copy of the tabulation shall be furnished to each bidder.
F. If the lowest responsive and responsible bid exceeds the amount of funds certified by the finance director to be available for the procurement, and if sufficient additional funds are not made available, the scope of the procurement may be reduced to bring its estimated cost within the amount of available funds. The purchasing agent shall issue a new invitation for bids for the reduced procurement, or, upon a finding that the efficient operation of the city government requires that the contract be awarded without delay, he may negotiate with one or more of the lowest responsive and responsible bidders. The city may award the reduced contract to the bidder that agrees to the best negotiated terms. (Ord. 02-42 § 2, 2002)