Sec. 4-6-230. Competitive sealed proposals.
(a) Conditions for use. Procurement for the following is eligible for award by competitive sealed proposals:
(1) When a department head determines that the use of competitive sealed bidding is either not practicable or not advantageous to the Town, a contract may be entered into by competitive sealed proposals. The Town Manager may provide by regulation or policy that it is either not practicable or not advantageous to the Town to procure specified types of supplies, services or construction by competitive sealed bidding; or
(2) For professional services in excess of one hundred thousand dollars ($100,000.00).
(b) Requests for proposals. Proposals shall be solicited through a request for proposals. The request for proposals shall seek to promote overall economy for the purposes intended and encourage competition in satisfying the Town’s needs, and it shall not be unduly restrictive.
(c) Evaluation factors. The request for proposals shall state the relative importance of price and other evaluation factors.
(d) Discussion with responsible offerors and revisions to proposals. As provided in the request for proposals, discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submission and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing offerors.
(e) Award. Award shall be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to the Town, taking into consideration price and the evaluation factors set forth at Subsection 4-6-220(f) above. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award is made. (Prior code 17.03.030; Ord. 1366, 2012; Ord. 1564 §1, 2023)