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Home My WebLink About143-90 RESOLUTION• • RESOLUTION NO. 1 <�`AL 90 A RESOLUTION ADOPTING AN AMENDMENT TO THE COMPETITIVE SELECTION OF PROFESSIONAL SERVICES POLICY TO FOLLOW THE STATE LAW FOR TWO-STEP SEALED BIDDING WHEN DEALING WITH HIGHLY TECHNICAL ITEMS. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the Board of Directors hereby amends the Policy & Procedures Manual to include Section PUR-2B as part of the Professional Services Policy of the City of Fayetteville be and the same hereby is attached and made a part hereof. PASSED AND APPROVED this 18tllday of S ptemher APPROVED: By: \�11 !-. •�` �� i at ATTEST � 11:3-40- , 1990. Mayor ADMINISTRATIVE POLICIES Q PROCEDURES MANUAL NUMBER REVISIONS PUR-2B SUPERSEDES 0 APPROVED SY: SUBJECT: Purchasing Formal Bids Two -Step EFFECTIVE DATE: June 1, 1990 PAGE 1. PUR-28.0: /PURPOSE The purpose of this directive is to establish two\step formal bid procedures and responsibilities. PUR-2B,1; DEFINITION Two -Step sealed bidding for highly technical items will be allowed as an alternate to regular formal bids when it is impractical to initially prepare a purchase description to support an award based on price. An invitation for bids may be issued requesting the submission of unpriced technical proposals to be followed by an invitation for bids limited to those bidders whose technical proposals meet the requirements set forth in the first invitation. The following prerequisites must exist: (1) available specifications are inadequate or are not sufficiently definite to permit full and free competition without technical evaluation or technical discussion to ensure mutual understanding between the City and the prospective contractors; (2) definite criteria exist for evaluating technical proposals; (3) two or more technically qualified sources are expected to compete; (4) sufficient time is available to permit use of the two-step method; and (5).a firm fixed-price contract or a fixed-price contract with escalation will be used. PUR-2B.2: RESPONSIBILITY It will be the determination of the Purchasing Manager, after conference with the Department and consultants, and concurrence by the City Manager to determine if the items to be purchased will fit into the two-step bid procedure or if they must adhere to regular formal bidding procedures. Once determination is made, it will be the responsibility of the department to prepare the basic bid documents and advertisements on the City of Fayetteville formal bid forms. The Purchasing Manager (or his designee) will be available to assist in the preparation. 1 PUR-2B.3: PROCEDURE A. prior to Bid Opening: Department/Division Heads will obtain the formal bid form package from the Purchasing Office. They will then complete a draft of the advertisement, develop technical specifications, bid form, and any special conditions that are needed. The Department/Division Head must assign a funded expense code to cover the anticipated cost. The draft copy will then be submitted to the Purchasing Manager for assigning of a bid number, and the list of the prospective bidders the Department Head wishes to receive bids from. (Departments/Divisions will be responsible for final copy of specifications to be presented to Purchasing Manager.) The Purchasing Manager will ensure that bid opening dates, advertising dates, etc., are properly coordinated in accordance with State law; he/she willthenplace the advertisement and maintain a bid file. B. Before assigning a bid number and advertisement of the bid a review committee which shall include one Board Member appointed by the Mayor to serve and represent the Board, the City Manager (or representative), the Chief Financial Officer (or representative), the involved Department/Division Heads, appropriate City personnel and may include professionals, and/or individuals with expertise in the community shall be established. The review committee shall establish the qualifications and evaluation criteria necessary for the specific technical proposals to be evaluated. C. The Bid shall outline the structure of the selection committee and shall state the point ranges which will be used to qualify the firms to enter into the second step of the bidding process. It shall also state an expected cost range for the technical proposal. D. After selection of the technical proposals is made an invitation for bids will be sent out limited to those bidders whose technical proposals met the requirements set forth in the first invitation. E . Bid Opening: The Purchasing Manager or his designee will receive all sealed bids. All present will sign a bid attendance sheet reflecting their name, company or business affiliation. Upon opening of bids, the Purchasing Manager will read the submitted bids to all present and then prepare a bid analysis spread sheet. Once this has been completed, the Purchasing Manager, User Departments,. and Administrative Services, on an as needed basis, will review the bids and attached spread sheet to ensure that all requirements have been met. F. Contract Award: Upon contract award and authorization by the City Manager in case of contracts under $10,000, or the City Board of Directors for contracts over $10,000, based upon purchasing bid procedures of the City, the Purchasing Manager will assure that the award will be issued as follows: - Copy to Accounts Payable (for encumbrance) - Awarded Vendor - User Department(s), and - File copy in Purchasing Office. G . Notice to Proceed: Upon contract award and authorization, the User Department will submit a purchase requisition and obtain a purchase order before notice to proceed is given. (Refer to PUR-1.3. IMPLEMENTATION).