the municipal secretary desktop reference manual - Southwestern ...

NOTES
CONTRACT PURCHASING STEPS
When item(s) to be purchased requires that it/they be advertised and a contract entered into,
the following steps shall be taken:
1. Authorize (at a public meeting) the advertisement for bids, and establish where and when the
bids will be opened. Also authorize the secretary to write and place the advertisement.
2. Develop specifications with using agent and create a bid packet to include the following:
Copy of advertisement
Instructions to bidders
Bidding forms (include required bond forms)
3. Submit advertisement to newspaper(s) and post a copy of ad at the municipal office.
4. Mail bid packages to any pertinent bidders on vendor list. Keep record of vendors requesting
package for future mailings.
5. Prepare a Bid Tabulation form on which to tally the bids at the opening.
6. At opening, have bids read and tallied. Check for bond compliance. If bids are tabled,
determine who is to conduct research on bids being considered.
7. Once contract has been awarded, affix proper signatures and seals. Send copy of signed
contract and a request for performance bond labor and industry bond (if appropriate) and proof
of general liability, comprehensive automobile and workers compensation coverage liability to
successful vendor.
8. Mark rejected bids as AREJECTED@ and send letter of rejection. Keep copy of bid bond policy
or check, affix to rejected proposal and return original.
9. If item is a commodity, keep a list of contract prices handy to (or in) unpaid invoice file to
check prices being billed against contract prices.
10. If item awarded is equipment, forward copy of title or MVI form to insurance agent to add to
municipal coverage. If on road vehicle, obtain insurance card and municipal plate. Add to
equipment inventory list.
IX-27
Revised May 2006