§ 78-62. Sealed bids

(a) A purchase by competitive sealed bidding shall be initiated by an invitation for bids (IFB), which shall include the purchase description, specifications or statement of work, and all contractual and other terms and conditions applicable to the purchase.

(b) Notice of the IFB shall be given in accordance with the advertising requirements of these purchasing policies.

(c) The IFB shall be mailed in response to all requests, and copies shall be made available to the public in the purchasing department. All amendments to the IFB shall require acknowledgment by bidders and shall be mailed to all persons to whom the original IFB was mailed or who received a copy from the purchasing department.

(d) Bids shall be opened publicly in the presence of one or more witnesses at the time and place designated in the IFB. The amount of each bid and the name of each bidder shall be recorded, and the record and each bid shall be open to public inspection under the supervision of a purchasing department representative. Bids received in the office designated by the IFB after the exact time and date set for public opening are late bids and shall be returned unopened. Bids may be modified or withdrawn prior to public opening by any method authorized by the IFB.

(e) Bids shall be evaluated without discussion solely on the basis of price and the price-related factors set forth in the IFB, and shall be unconditionally accepted without alteration or correction (unless correction for mistakes is authorized under this article).

(f) The award shall be made by written notice to the lowest responsive and responsible bidder.

(1) A "responsive" bidder means a person who has submitted a bid that conforms in all material respects to the IFB.

(2) A "responsible" bidder means a person who has the capability in all respects to perform the contract requirements fully and satisfactorily and with the integrity and reliability that will ensure good faith performance.

(Ord. No. 99-1076, 6-8-1999)