A. Applicability. The Purchasing Agent may use the procedure set forth in this section for purchases of supplies, materials, equipment, and cost-based services of a value within the informal solicitation limit specified in the purchasing policy.
B. Solicitation. The Purchasing Agent shall make a reasonable effort to obtain at least three (3) competitive offers by written, electronic, or other means without the necessity of publishing notice of the solicitation. In the event three (3) competitive offers are not obtained, the Purchasing Agent shall document the reasons therefore in the files of the Purchasing Division.
C. Offer submission. Offers shall be submitted to the Purchasing Agent as specified in the solicitation.
D. Purchase award; offer rejection. The Purchasing Agent shall award the purchase to the lowest responsive and responsible offeror or shall reject all offers. If all offers are rejected, then the Purchasing Agent may cancel the procurement or may reissue the solicitation.
E. Tie offers. If two (2) or more offers received are for the same total amount or unit price, quality and service being equal, then the Purchasing Agent may either:
1. Select one (1) based on delivery date, scope of warranty, local vendor status, or other benefit deemed to be in the city’s best interests; or
2. Accept the offer made by negotiation with the tie offerors.
F. Execution. Informal solicitation purchases may be executed by a purchase order or by both a written contract and a purchase order as deemed appropriate by the Purchasing Agent. Any such purchase order and written contract may be executed by the Purchasing Agent or the Administrative Services Director.
(Ord. 1198, passed 11-21-17)