DOCUMENT

POL - Policy Change 1998

  • YEAR CREATED: 1998
  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a policy statement from the City of Thornton's Purchasing and Contract Administration Divisions regarding the evaluation and award of competitive bids. The purpose of this policy is to provide guidelines for evaluating and awarding competitive solicitations, with the intention of awarding the solicitation to the lowest responsive and responsible bidder or offeror. The policy applies to all employees and all competitive solicitations, except those done in accordance with specific sections. The document emphasizes that it is unethical to entertain additional or alternate offers from unsuccessful suppliers after the results have been disclosed. The criteria for awarding a solicitation must be included in all formal solicitations, and the award should be made exclusively based on those criteria, unless there is an emergency or as directed by the Department Head. The award of a competitive solicitation may be utilized for a period not exceeding six months, contingent upon the supplier's agreement to hold the quoted prices. The document also mentions that any proprietary information included in a solicitation offer must be clearly marked as such by the offering firm, and the City of Thornton will not be held responsible for any claims arising from the release of proprietary information that is not clearly marked. The document outlines the procedures for evaluating and awarding competitive solicitations, including factors to consider such as quality, maintenance and service, delivery time, guarantees and warranties, reputation and financial status of the company, past experience and cost, anticipated future cost and experience, performance of the bidder and their product, prices quoted, overall cost effectiveness, and the best interest of the City of Thornton. It also mentions the possibility of making multiple awards to different suppliers for the same or similar items, but emphasizes the need to protect the principles of the competitive process. In the case of tie bids, the final determination will be made by the Purchasing Agents. The document concludes by stating that if the award was not made to the lowest bidder, documentation explaining the reasons for determining the successful supplier must be prepared and attached to the appropriate solicitation documentation. Additionally, if the award is for a service to be provided by an independent contractor and involves work on City property, proof of insurance must be submitted. The document also states that the results of solicitations may be provided after the completion of the competitive process, but there is no requirement to initiate contact with unsuccessful suppliers to release the results.
MEMBERS ONLY DOWNLOAD
Advertisement

Similar Documents

Document
ART - A Closer Look At The Trophy Case 2012
Year Created: 2012
Document
ART - A Comparison of Purchasing's Organizational Roles and Responsibilities in the Public and Private Sector 2003
Year Created: 2003
Document
ART - A Note From the Editor: A Challenge to Public Procurement Practitioners 2005
Year Created: 2005