In addition to the legal requirements contained within Ordinance No. 944, vendors must comply with the following:
The City uses several ways to secure prices, and according to the size and type of buy may use the following: formal bids, written quotes, competitive proposals, phone quotes, personal contacts, state contracts, GSA contracts, and other allowed purchasing networks or co-ops. All prices quoted are to be firm for at least 30 days unless specified otherwise by the vendor or a longer period may be requested by the City. All prices are to be quoted F.O.B. Gatlinburg.
The City awards purchases to vendors using criteria established in the ordinance. Normally, the City awards a purchase based on the lowest price offered for like products or services. However, the City reserves the right to consider factors other than price and award a purchase to another vendor if it is in the best interest of the City. Purchases awarded to other than low quote must be approved by the City Manager. Purchases awarded to other than low bid (as well as single bids) must be approved by City Commission.
The City issues accounts payable checks bi-monthly around the 15th and the last day of each month. Invoices of $500 or more should contain related Purchase Order number. A current form W-9 must be on file for a vendor before check will be released.
THE PUBLIC PROCUREMENT PROCESS
Invitation for Bid
An invitation for bid is a request made to prospective suppliers for their quotation on specifically defined products and services that are anticipated to cost $5,000 or more.
How Bids are Solicited
Formal bid requirements will be solicited by an invitation for bid, and may be advertised in a local newspaper and posted on the City's website at least five days prior to final due date of bid submission. The advertisement will state the due date of bid submission. The advertisement will also state the general nature of the goods and services to be purchased, where bid forms and specifications may be obtained, and the time and place for the opening of the bid. In addition, solicitations may be mailed to selected bidders known to the City to be a supplier of a specific commodity or service, but any qualified vendor may participate in the bid process. The formal bid process from issuance to opening of bids generally takes three to four weeks.
After bids are opened, the evaluation process may take up to ninety days before an award is made. Preliminary bid results are usually posted on the city's website under Bid Results. These results will remain on the website for at least one month.
Information Contained in the Bid Request
Bid requests will contain a complete description of the commodities or services sought and other requirements that must be met by the bidder. They also will contain the date and time of the bid opening. Questions in reference to bids should be directed to the Finance Department or other responsibly party indicated on the bid cover sheet.