A. At least five calendar days before council approval, the city will send notice to bidders of notice of intent to award the contract. Notice will be sent by fax if available to the three lowest bidders.

B. Contracts shall be awarded by written notice issued by the purchasing officer to the qualified and responsible bidder submitting the lowest responsive bid.

C. The city manager may reject any or all bids if he or she determines that it is in the best interests of the city.

D. If the lowest responsive bid from a qualified and responsible bidder exceeds the amount of funds certified by the finance director to be available for the procurement, and if sufficient additional funds are not made available, the scope of the procurement may be reduced to bring its estimated cost within the amount of available funds. The purchasing officer shall issue a new invitation for bids for the reduced procurement, or, upon a finding that the efficient operation of the city government requires that the contract be awarded without delay, the purchasing officer may negotiate with the qualified and responsive bidder providing the lowest bid or up to the three qualified and responsible bidders providing the three lowest responsive bids, and may award or recommend to the council for award the reduced contract to the best negotiated proposal. (Ord. 644 § 4, 2004)