11-09-98 Council Meeting Minutes

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REGULAR MEETING NOVEMBER 9.1998 BEND, INDIANA This bill had third reading. Council Member Pfeifer made a motion to pass this bill, seconded by Council Member Aranowski. The bill passed by a roll call vote of seven ayes. This bill had third reading. Council Member Pfeifer made a motion to pass this bill, seconded by Council Member Hosinski. The bill passed by a roll call vote of seven ayes. RESOLUTIONS RESOLUTION NO. 2690 -98 A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND ADOPTING RULES FOR PURCHASING FOR THE CITY OF SOUTH BEND, INDIANA WHEREAS, I.C. 5 -22 (the "Act" applies to every expenditure of public funds by a governmental body; WHEREAS, the City of South Bend is a governmental body under the Act; and NOW, THEREFORE, BE IT ORDAINED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, as follows: Section I. The following are the required purchasing rules for the City of South Bend, Indiana: A. Protection of Offers: Status of Documents as Public Records 1. Protection of Offers Prior to Opening. The purchasing agent shall retain all offers received in a secure location prior to the date and time at which offers will be opened in order to prevent disclosure of the contents prior to the opening of the offers. 2. Unobstructed Evaluation of Offers. After offers have been opened, the purchasing agent shall be responsible for maintaining the offers in such a manner as to permit evaluation of the offers by the persons responsible for evaluating the offers. 3. Public Records Status of Bids. Bids submitted in response to an invitation for bids must be available for supervised public inspection and copying after the time of the bid opening. 4. Registered Proposals. When the purchasing agent solicits proposals in accordance with I.C. 5 -22 -9, a Register of Proposals must be prepared and available after the time of the bid opening. B. Evidence of Financial Responsibility 1. Purchases less than $25,000: The purchasing agent may not require evidence of financial responsibility when the estimated cost of a purchase is less than $25,000. 2. Purchases between $25,000 and $100,000: the solicitation may include a requirement that an offeror provide evidence of finance responsibility. If evidence of financial responsibility is required, the solicitation must indicate the kind of evidence that will be accepted. If a bond or certified check is required, if may not exceed ten percent (10 %) of the estimated cost of the purchase.