(A) The provisions of this rule apply to all sole source procurements of $5,000 or greater unless exigency procurements described in these ordinances are necessary.
(B) Sole source procurement is not permissible unless a required item is available from only a single supplier. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offeror for that item. The following are examples of circumstances which could necessitate sole source procurement:
(1) The compatibility of equipment, accessories or replacement parts is the paramount consideration; or
(2) There is no existent equivalent product.
(C) For purchases greater than $5,000, the determination as to whether a procurement shall be made as a sole source shall be made by the city. In cases of reasonable doubt, competition should be solicited.
(D) The city may conduct negotiations, as appropriate, as to price, delivery and terms.
(E) A record of sole source procurements greater than $5,000 shall be maintained by the city that lists:
(1) Each vendor’s name;
(2) The amount and type of each contract;
(3) A listing of the supplies or services procured under each contract; and
(4) The identification number of each contract file.
(F) The following items do not require sole source justification and shall be purchased directly by the City Administrator:
(1) Licenses;
(2) Dues to associations;
(3) Renewal of software license agreements; or
(4) Purchase or renewal of maintenance agreements for software or hardware.
(Ord. 173, passed 9-10-2001)