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05/04/2020 b. By notice, inviting Bids published on the City's website not less than ten (10) days, and generally twenty-one (21) days, before the date of opening of the Bids and as otherwise provided in the City's Administrative Purchasing Policy. C. By particular requirements set forth by other agencies when state or federal law or a source of funding for monetary grants require that notice be published in accordance with a different schedule than that set forth in this subparagraph and further that those state, federal, or funding source publishing timelines shall control. B. Administrative Purchasing Policy. The City's Administrative Purchasing Policy may include additional provisions such as Bidder's security; labor and material payment bond and performance bond; Bid opening procedures; irregularities; rejection of Bids; and tie Bids. C. Award. The Contract shall be awarded to the lowest responsive and responsible bidder based on the factors set forth in Section 2.63.5, best meeting the City's needs based on the criteria specified in the Bid. Sec. 2.65.2. CONTRACTS OF OVER $10,000 AND UNDER $100,000 —COMPETITIVE BIDDING PROCESS BY INFORMAL SOLICITATION: A. Competitive Bidding Required. Except as otherwise provided in this Article, purchases of Goods and Services valued at more than Ten Thousand Dollars ($10,000) but less than One Hundred Thousand Dollars ($100,000) may be entered into after a Competitive Bidding Process by Informal Solicitation that complies with the following: 1. Content of Bid. The notice shall generally describe the proposed Goods and Services, describe how to obtain more detailed information, and state the time and place for Bid submission. The notice or detailed information shall also describe required Contract provisions. 2. Notice Required. Notice to prospective Bidders must be provided as follows: a. At least ten (10) days prior to the date the Contract will be awarded, City staff shall mail or electronically send a notice in writing requesting Bids to those vendors known to the City as qualified to provide the required type(s) of Goods and Services. b. Notice shall be sent to at least three (3) prospective Bidders; provided that where less than three (3) prospective Bidders are known by the City Manager to exist, such solicitation shall be sent to all those known to the City Manager. B. Adequacy of Bid Response. 1. Form of Response. Quotations, proposals and informal Bids must be in writing but may be submitted by mail, by fax or electronically. 2. Minimum Number of Bids. If fewer than three (3) Bids are received, the City Manager shall determine whether to use a Competitive Bidding Process by Formal Solicitation or to make the award based on less than three (3) Bids. 3. Bids Exceeding $100,000. If all of the Bids received for the Goods and Services exceed One Hundred Thousand Dollars ($100,000), the City shall reject all Bids and proceed in accordance with Section 2.65.1 as a Competitive Bidding Process by Formal Solicitation. C. Administrative Purchasing Policy. The City's Administrative Purchasing Policy may include additional provisions such as Bidder's security; labor and material payment bond and performance bond; irregularities; rejection of Bids; and tie Bids. ATTY/ORD.514/PURCHASING ORDINANCE REV: 03-17-2020 RL Page 10 of 15 ORDINANCE NO. 2481 MUFF NO. 305