Title
A Resolution Amending the Bid Process
Summary
DESCRIPTION OF TOPIC: (who, what, when, where, why, and how much)
Rachel Keith, Purchasing Agent: Although no legal requirements exist, past practice has been to require Council approval prior to beginning the bid process and again to approve award. Request Council approval to modify the process as outlined below:
- Currently Council action consists of approval to bid and then after the bid, Council is asked to accept of the lowest, responsible bid.
- Requested change to process:
o When funds have been budgeted, the bid process will require one resolution from Council giving approval to proceed with the bid process and to accept bid if within budget.
o When funds are not budgeted, one resolution will appropriate funds, give approval to proceed with bid process and accept bid if within budget.
o Additional Council action will be necessary only when bid award exceeds the amount approved.
SOURCE OF FUNDING:
Please provide the amount requested: Not applicable
Is this a budgeted item? Yes /No
Please provide the budgeted amount: $_____________ Account No. ___________________________
If budgeted, is this a capital purchase, capital project, or special fund? _________________________
Was this item included in the Fiscal Year Capital Projects Plan? Yes/No
If yes, please provide the amount included in Capital Projects Plan: $___________
Body
WHEREAS, although no legal requirements exist, past practice has required Council approval to start the bid process and again to approve bid award.
WHEREAS, in order to streamline the process and expedite award, the City desires to establish new practices related to the bid process.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: Rescinds all previous resolutions pertaining to the bid process and approves updates to the City's Purchasing Policy as follows:
A. Commodities may be purchased under a State of Alabama Contract, or under a Cooperative Purchasing Contract approved by the Alabama Department of Examiners of Public Accounts, in lieu of going to bid.
B. Requests for procurement of routine operational budgeted items to obtain the lowest unit cost for items to be purchased throughout the year (such as pipe, culverts, fuel, uniforms, etc.) are to be submitted to the Purchasing Agent who will oversee the process of bidding or procurement from approved contracts.
C. Requests for procurement of Capital Purchases, such as equipment and other Departmental operational assets:
a. If included in the current year budget, approval by Council in the form of a resolution to bid or purchase from an approved contract must be given to proceed.
b. If not included in the current year budget, approval by Council in the form of a resolution to appropriate funding and to bid or purchase from an approved named contract must be given to proceed.
b. In the event of approval to bid, the requesting Purchaser shall deliver the resolution to the Purchasing Agent who will oversee the bid process. The approving resolution number will be used in lieu of a purchase order number for purchases from approved named contracts. Should a resolution not name the contract, a purchase order will be required. Prior to bid/contract price acceptance, additional Council action will be required only if the bid award or contract amount exceeds the amount previously approved.
E. Requests for Infrastructure Improvement, Repair and Maintenance Projects:
a. All projects are subject to Council's review of the scope of work to be performed (resolution 14-0445) and adoption of a resolution granting approval to proceed and allocation of budget funds.
b. In the event of approval to bid, the Project Owner shall deliver the resolution to the Purchasing Agent, or other designated Professional Firm, who will oversee the bid process. The approving resolution number will be used in lieu of a purchase order number for purchases made from an approved named contract. Should a resolution not name the contract, a purchase order will be required. Prior to bid/contract price acceptance, additional Council action will be required only if the the project will exceed the total budget allocation.
F. The Purchasing Agent will provide Council with monthly bid award and State/Cooperative purchasing status reports.
SECTION 2: This Resolution shall become effective immediately upon its adoption as required by law.