Bid Procedures

Bid Closing Procedures

After a bid is opened, the Department requiring the goods or services makes a determination as to the lowest evaluated or responsive bidder in the case of merchandise, or the highest qualified firm in the case of services. The Department then makes a recommendation to the Purchasing Agent and Purchasing Board, who, ultimately, awards a bid. The successful vendor is then notified of the award, and of any further requirement or meetings, prior to a relevant Purchase Order (goods) or Contract (services) being written and formally executed.

Bid Protest Procedures

Upon receipt of a formal bid protest the following procedures apply:

1. Review of submitted packages from all parties involved in the claim by the Purchasing Agent to determine which points of the claim, if any have "Standing."
2. Determine if the claim involves any of the following: (a) Procedure (as outlined RIGL); (b) Technical Defect; (c) Informality in Bid Response.
3. The right is reserved, as the interest of the City may require, to reject any or all bids, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.
4. If the determination of the Purchasing Agent is an instance that can be waived (procedure 3 above), the Purchasing Agent will do so in writing to all parties involved.
5. If the claim is found to have standing, a written assessment of the review is provided by the Purchasing Agent to the City Solicitor for review.
6. The City Solicitor will advise the Purchasing Agent of any recommendations, with documentation to the bid file.
7. Award or Re-bid depending on received recommendations. The Purchasing Agent will inform parties as necessary.