Background/Discussion
The requirements for Public Improvement projects, as defined by Iowa Code Chapter 26, are to follow state law. Governor Reynolds has made some modifications possible and the Public Works Director and City Clerk are working through possibilities for those solicitations and bid openings.
The proposed resolution would only be for goods and services procured under City code Chapter 1.32 – Purchasing.
1.32.080 allows the Mayor to authorize emergency purchases. Emergency purchases are defined as “purchases that must be made immediately in order to carry out the essential operations of the city and where potential for damage to property or risk of injury may result if the purchase is not immediately made.” The following recommendation is for the mayor to be able to waive requirements for projects that staff believe are important to carry out, but not considered an emergency, by definition. Due to the unknown amount of time processes will be affected by COVID19, Purchasing would like to make these adaptations possible so City staff can continue to procure goods and services.
Purchasing would still do everything possible to administer a competitive process. The modification would be for section 1.32.040 and would eliminate the $25,000 ($50,000 for IT) thresholds for sealed bids, allowing vendors to submit unsealed bids/quotes via e-mail. There may also be a need for the suspension of 1.32.040 if bid bonds/cashier’s checks can’t be obtained due to limited banking services.