§ 2-185. Bid process.

The following action shall be taken by the purchasing department when bids are being sought:

(1)

Bid openings shall be scheduled by the parish administrator or designee, from time to time, as dictated by the needs of the parish.

(2)

Prepare the bid invitation and assure that it is delivered to the newspaper's legal advertising department two days prior to the date of first advertising date. The bid invitation shall state that specifications and requirements are available in the parish commission office, the engineering office, or the architectural representatives office.

(3)

Prepare two files with all enclosures, including a list of bidders selected, and deliver one file to the administrator's office.

(4)

Where possible, the purchasing department will maintain or prepare a list of vendors and send a complete bid submission to each vendor or contractor. All possible action shall be taken to assure as much competition as possible.

(5)

All bids shall be submitted to the office of the administrator and locked in a safe designated place until the time of opening. When a bidder fails to indicate on the face of the bid the proper identification, as required in the bid invitation (advertisement), the secretary will contact the bidder for identification of the bid, if his name and address appears on the outside of the envelope. If there is no indication as to the bidder or bid number, the secretary, with one witness, will open the envelope to see if it truly is a bid without looking at the part containing a bid amount. After the bid is identified and put in the envelope, it will be released and a statement signed by the secretary and the witness, stating the circumstances, will be attached thereto.

(6)

Bids shall be opened and tabulated in a public meeting by the administrator or his designee at the times and places advertised, and minutes of all bid opening meetings shall be kept by the purchasing department and filed in the respective bid folders.

(7)

The purchasing department shall cause to be made a thorough study of bid information to determine whether all specifications, legal requirements and budget limitations are met, and shall, within 30 days of the bid opening, accept the low bid meeting specifications or reject all bids for cause.

(8)

Upon acceptance of the appropriate bid, the purchasing department shall immediately prepare a proper purchase order or contract.

a.

The purchase order or contract will include a statement making the bid specifications and requirements a part of the document.

b.

Where a performance bond or other documents are required, the vendor or contractor will be notified and the purchase order released only after receipt of such documents.

c.

The purchasing department will copy all vendors' submissions and the bid abstract and keep them in the purchasing department file along with a copy of the purchase order.

(9)

Copies of completed purchase orders and contracts shall be furnished to the director of finance.

(Code 1985, § 2-209; Ord. No. 2190, § 9, 10-10-1984; Ord. No. 2547, 8-24-1988)