Bidding Notices

Advertised Notices

• Published once in at least one official newspaper of the city at least five days prior to the last day for receipt.
• Will include specification of items or services solicited and time and place of bid opening.
• Will also be posted in City Hall at least ten days prior to the last day for receipt of proposals.

Unadvertised Notices

• Mailed to a minimum of three vendors at least ten days prior to the last day for receipt of proposals.
• Will include specification of items or services solicited and time and place of bid opening.

Bid Deposits

When deemed necessary a bid deposit may be required from prospective vendors. These deposits shall be:

• Five percent of the total bid in the form of a bond or certified check.
• Returned to unsuccessful bidders within five days after signing the contract.
• Forfeited by a successful bidder upon failure to enter into the contract within fifteen days after its award.

Award of Contracts

Bids are generally awarded to the lowest and best bidder. However, if the contract is not awarded to the lowest bidder, a comprehensive statement will be placed in the minutes of the council meeting stating the reasons for such action.

If all bids received are for the same total amount or unit price, the contract shall be awarded to the local bidder. In the case of two or more local bidders, the contract shall be awarded by drawing lots in public.

Purchasing Guidelines

• The City Manager may approve expenditures of $10,000 or less.
• Purchase of materials, equipment, supplies, and contractual services in excess of $10,000 requires submission of sealed bids for approval of the City Council.
• The City of Hinesville reserves the right to reject any or all bids, make awards to separate bidders, to make awards to more than one bidder, or accept bid or bids, which in the judgment of the proper officials, is in the best interest of the City of Hinesville.