Bids / Procurement

The City of Aiken operates with a decentralized purchasing system. This means that each department prepares bids for goods and services, under guidelines adopted by the Aiken City Council. The Assistant City Manager supervises the purchasing function for the City, but if a company is interested in selling equipment or services to the City, the vendor should consider contacting the appropriate department directly to make sure that the company is included on the bid list.

The decentralized system allows the City to avoid an expensive and often cumbersome purchasing process, and the purchasing guidelines assure residents of Aiken that expenses are being responsibly and frugally controlled.

General Bid Requirements

Before any purchases of or contracts for supplies, materials equipment, or services exceeding certain cost levels are made, the following process must be followed by City staff:

$0 - $1500
No bids are required

$1500 - $5000
Oral bids required (at least 3 suppliers on bid list whenever possible).

$5000 - $10,000
Bids in writing (at least 3 suppliers on bid list whenever possible).

$10,000 and greater
Sealed bids (Formal written contract, lowest responsible bidder and due notice inviting proposals).

Sole Source Purchases

A purchase of or contract for supplies, materials, equipment or services may be made, regardless of the amount involved, without competitive bidding when the purchasing agent affirms in writing that there is only one source for the required supplies, materials, equipment or services. Written documentation must also include the determination and basis for the proposed sole source procurement. In cases of reasonable doubt that there is only one such source, competitive bidding must be solicited. Any decision by the purchasing agent that a procurement be restricted to one vendor must be accompanied by an explanation as to why no other will be suitable or acceptable to meet the city's need.

General Procedures for Sealed Bids

The procedure for sealed bids shall be as follows:

1. Bids must be submitted to the assistant city manager, or another designated purchasing agent, securely sealed in an envelope, and must be identified on the envelope in accordance with all bid instructions.
2. Bids are opened in public at the time and place stated in the public notices.
3. A tabulation of all bids received will be available for public inspection.
4. The purchasing agent has the authority to reject all bids, parts of all bids, or all bids for any one or more supplies or contractual services included in the proposed contract, when the public interest will be served by doing so.
5. The assistant city manager, or another designated purchasing agent, will not accept the bid of vendors or contractors who are delinquent in the payment of taxes, licenses, or any other money due by them to the city.
6. For those bids on unbudgeted items over $25,000.00, the city council must approve the bid of the lowest qualified bidder prior to its award.

Criteria for Awarding Bids/ Determination of Lowest Responsible Bidder.

(a)   The purchasing agent has the authority to award contracts; however, City Council approval is required in the following instances:

1.   For contracts in excess of $25,000.00 for purchases not included specifically as budgeted items in the current budget; or
2.   Purchases which are not replacement items funded under the city depreciation accounts.

(b)   Contracts shall be awarded to the lowest responsible bidder. In determining the lowest responsible bidder, in addition to price, the purchasing agent or city council shall consider:

1.   The ability, capacity, and skill of the bidder to perform the contract or provide the service required.
2.   Whether the bidder can perform the contract, provide the service promptly, or do so within the time specified without delay or interference.
3.   The character, integrity, reputation, judgment, experience, and efficiency of the bidder.
4.   The quality of performance of previous contracts or services.
5.   The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services.
6.   The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service.
7.   The quality, availability, and adaptability of the supplies or contractual services to the particular use required.
8.   The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.
9.   The number and scope of conditions attached to the bid.
10. Whether the bidder has failed to fully perform prior contracts to the city's satisfaction, or is past due, delinquent, or owes the city any money of any type.