§ 16-090. BIDDING PROCEDURE

For purchases requiring competitive bidding, the following procedures shall be followed:

(a)

Notice Inviting Bids: The officer or employee conducting the bidding process shall prepare or direct the preparation of a notice inviting bids which shall include a general description of the items to be purchased or the services to be provided and shall state where specifications may be secured as well as the date, time and place for opening bids. The notice shall also contain each of the following statements:

(1)

Bids shall set forth unit prices as well as a total price for each item bid upon, the total taxes that will be due and a total figure for the price plus tax. Any difference between the taxes shown on the bid as the total figure and those actually due shall be the responsibility of the bidder.

(2)

No charge for delivery, shipping, parcel post, packing, insurance, license fees, permits or for any other purpose will be paid by the County of Sutter unless expressly included and itemized in the bid.

(3)

In connection with any discount offered, time will be computed from the date of delivery of supplies, equipment or product acceptable to the County of Sutter, or from the date correct invoices are received in the office of the officer or employee conducting the bidding process if the latter date is later than the date of delivery. Payment will be deemed to be made, for the purpose of earning the discount, on the date of the mailing of Sutter County's warrant. Any discount offered in accordance with this section shall not be used for the purpose of determining the lowest responsible bidder.

(4)

Bids shall be opened by the officer or employee conducting the bidding process, or his/her designee, in public in the office of the Clerk of the Board of Supervisors at the time stated in the public notice. The officer or employee conducting the bidding process shall tabulate the bids received and shall keep the tabulation open for public inspection during regular business hours for a period not less than 15 calendar days after the bid opening.

(5)

Bids and modifications or corrections thereof received after the closing time specified will not be considered.

(6)

The Board of Supervisors or its designee reserves the right to waive informalities and minor irregularities in any bids received and that, in its discretion, the Sutter County Board of Supervisors or its designee may reject any and all bids presented, may accept an item or group of items of any bid, may modify or cancel in whole or in part the notice inviting bids, and may readvertise for bids.

(7)

If two or more bids received are for the same total amount or unit price, quality and service being equal, the Board of Supervisors or its designee may accept the one it chooses or accept the lowest bid made after negotiation with tie bidders.

(b)

Published Notice: The notice inviting bids shall be published at least ten days before the date of opening of the bids once in a newspaper of general circulation distributed in Sutter County. The officer or employee conducting the bidding process shall also solicit or direct the solicitation of sealed bids from responsible prospective suppliers. Prior to publishing the notice inviting bids or soliciting sealed bids, the officer or employee conducting the bidding process shall submit to the County Counsel's office for review and shall obtain approval of the notice inviting bids.

(c)

Bid Opening: Bids shall be opened by the officer or employee conducting the bidding process, or his/her designee, in public in the office of the Clerk of the Board of Supervisors at the time stated in the public notice. The officer or employee conducting the bidding process shall tabulate the bids received and shall keep the tabulation open for public inspection during regular business hours for a period not less than 15 calendar days after the bid opening. Bids and modifications or corrections thereof received after the closing time specified will not be considered.

(d)

Rejection of Bids: In its discretion, the Sutter County Board of Supervisors or its designee may reject any and all bids presented, may accept an item or group of items of any bid, may modify or cancel in whole or in part the notice inviting bids, and may determine to readvertise for bids.

(e)

Award of Bids: The officer or employee conducting the bidding procedure shall present the bid tabulation to the Board of Supervisors or its designee, for consideration and award, if deemed appropriate. When the bidding procedure designates the lowest bid procurement method, the contract shall be awarded to the lowest responsive, responsible bidder. When the bidding procedure designates the Alternative Contracting Method named Cost/Time (A+B) Bidding, the contract shall be awarded to the bidder with the lowest combined total of A and B. "A" is defined as the contractor's bid amount for the sum of the item totals on the Bid List. "B" is the product of the specified Cost per Day and the number of working days specified by the bidder. The Board of Supervisors or its designee reserves the right to waive informalities and minor irregularities in any bids received.

(f)

Tie Bids: If two or more bids received are for the same total amount or unit price, quality and service being equal, the Board of Supervisors or its designee may accept the one it chooses or accept the lowest bid made after negotiation with tie bidders.

(g)

Written Contract Required: Purchases made pursuant to these competitive bidding requirements shall be by written contract with the bidder chosen as a consequence of following these bidding procedures.

(Ord. No. 1634, § 1, 6-13-2017)