§ 2-307. Award of contract.

(a)

Competitive bid procedure. The contract shall be awarded with reasonable promptness to the most responsible bidder whose bid meets the requirements and criteria set forth in the invitation to bid except as otherwise provided herein.

(1)

Tie bids.

a.

If two (2) or more bidders are tied, the tie may be broken and the successful bidder selected by the following criteria presented in order of importance and consideration.

1.

Quality of the items or services bid if such quality is ascertainable.

2.

Delivery time if provided in the bid by the bidders.

3.

Certification of a "Drug-Free Workplace Program" which meets criteria established in F.S. § 287.087.

4.

Location of the vendor with the following award preferences:

i.

A Coral Springs vendor.

ii.

A Broward County vendor.

iii.

A Florida vendor.

5.

If the above criteria are impossible to determine with any reasonableness or do not resolve the issue, the award will be given to that bidder whose bid was received earliest in time by the city as indicated by the time clock stamp impressed upon the bid envelope of each bidder.

(b)

The city may suspend agreements or awards of contract for a period not to exceed thirty (30) days following a determination by the city manager that there has been a material deviation by the most responsible bidder from the requirements of this section. Any suspension of contract shall be provided in writing to the affected vendor within three (3) working days of such determination. The city reserves the right to obtain the goods or services which are the subject of the agreement or contract from alternate sources during the suspension period. All contracts approved by the city commission shall be canceled or revoked only after specific city commission action.

(c)

Request for proposals procedure and request for letters of interest procedure. The award shall be made to the responsible offeror whose proposal is determined in writing, to be the most advantageous to the city taking into consideration, price and the evaluation factors and criteria set forth in the request for proposals. The city's contract files shall contain the basis on which the award is made.

(d)

Discussion with responsible offerors and revisions to proposals. The evaluation committee shall conduct discussions with at least the two (2) best qualified offerors. The scope of discussion shall include, but not be limited to, the qualification of the offerors and any additional information deemed necessary by the evaluation committee.

(e)

The evaluation committee may request, from the best qualified offerors, revised proposals prior to recommendation of award of contract to the city commission. Unless otherwise designated by the city manager, the purchasing representative to the evaluation committee shall be responsible for negotiating prices and terms and conditions with the assistance of the balance of the committee. If a two-party agreement is deemed to be necessary, the purchasing agent shall coordinate the provision of all necessary information to the city attorney's office for the drafting of the agreement.

(f)

When a low bid is greater than five (5) percent of budgeted funds for a project, the city may negotiate changes in construction project bids with a low bidder in order to arrive at a price not in excess of budgeted funds.

(Ord. No. 91-180, § 11, 1-21-92; Ord. No. 94-130, § 8, 6-7-94; Ord. No. 98-113, § 7, 11-17-98; Ord. No. 2016-112, § 3, 8-3-16)