City Council Study Session Agenda and Packet 2015 01 13

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CITY OF LOUISVILLE PURCHASING POLICIES deemed to be the lowest cost and a reliable and responsible proposal; • General conditions; • Minimum specifications; • Bid proposal form (if there is one); • Delivery date or completion date; • Period of bid validity; • Bidder /proposer must sign the Prohibition Against Employing Illegal Aliens at the time of submitting the bid and verify that bidder /proposer is lawfully present in the United States, if applicable. c) Departments will be responsible for obtaining at least three (3) proposals if available. If three (3) proposals are not obtained, valid justification must be provided and approved by the City Manager. d) The RFP may be mailed or emailed to identified vendors and shall be posted on the City's web site (www.LouisvilleCO.gov); e) Conduct the public RFP opening per the advertised opening date. Any proposals received after the specified time will be returned to the bidder. These proposals may need to be opened in order to process the return (only a list of the proposals will be made available until such time as all proposals can be evaluated); f) Evaluate the proposals and determine which proposal serves the City's best interests. If the recommended vendor has not submitted the low bid, provide justification for the higher bid; g) Reports: • If under $50,000, prepare a report for the City Manager listing the preferred vendor and justification; • If over $50,000 (or a project that is not in the approved annual budget), advise the City manager's Office that the item needs to go on the City Council agenda and prepare a City Council item listing the preferred vendor and justification. h) Use City Attorney approved contracts and insurance and bond requirements; 1) Upon the City Manager's /City Council's award of bid, notify all bidders of the results; j) Obtain signatures on all contracts;