Goods and/or services includes the purchase of supplies, equipment, materials, and any personal property, including any tangible, intangible, and intellectual property and rights and licenses in relation thereto, and services, other than personal services and professional services as defined within this policy.
(A) Direct purchases (less than $1,000).
(1) Contracts or purchases of goods or services with a contract price less than $500 can be purchased directly by authorized personnel and are not subject to competitive bidding or public notice requirements. Purchases of goods or services with a price between $500 and $1,000 require department head approval.
(2) Documentation required: none
(B) Small procurements ($1,000 to less than $10,000). Contracts or purchases of goods or services with a contract price more than $1,000 and less than $10,000 are small procurements. Small procurements are not subject to competitive purchasing requirements and no public notice is required.
(1) For small procurements of goods or services, the purchaser may use any procurement method the purchaser deems practical or convenient, including informal verbal quotes, direct negotiation, or direct award. Purchasers conducting small procurements should select vendors that provide the most advantageous terms for the city, taking into account price, experience, expertise, functionality, suitability, and other relevant factors.
(2) Vendors selected should meet all vendor requirements.
(3) A small procurement contract awarded may be amended to exceed $10,000 only in accordance with O.A.R. 137-047-0800, provided that the cumulative amendments do not increase the total contract price to more than 10% of the original contract price. An amendment that increases the original contract by more than 10% requires City Recorder approval.
(4) Documentation required:
(a) Purchase order; and
(b) Description of selection method and documentation of three verbal quotes if over $5,000.
(C) Intermediate procurements (more than $10,000 and less than $150,000). Contracts for goods or services with a contract price greater than $10,000 and less than or equal to $150,000 are intermediate procurements.
(1) Intermediate procurements shall be by informal written solicitation (minimum of three written quotes).
(2) The purchaser may negotiate with an offeror to clarify an informal written solicitation, or to make modifications that will make the quote, proposal, or solicitation acceptable or more advantageous to the city.
(3) If a contract is awarded, the award shall be made to the offeror whose informal written solicitation will best serve the interests of the city, taking into account price or any other relevant considerations, including but not limited to, experience, expertise, product functionality, suitability for a particular purpose, delivery, and contractor responsibility.
(4) Intermediate procurement contracts may be amended if the cumulative amendments do not increase the total contract price by more than 10% of the original contract price. An amendment that increases the original contract by more than 10% requires City Council approval.
(5) Documentation required:
(a) Purchase order;
(b) Authority for the purchasing transaction and basis for using the intermediate procurement process;
(c) Written quote sheet;
(d) Copies of all quotes received (should be at least three); if three were not received, description of how purchaser tried to obtain and reason that minimum three were not obtained;
(e) Evaluation of quotes (such as, scoring sheets, evaluation criteria, and selection considerations) attached to the approved purchase order;
(f) Copy of contract document (signed by all parties);
(g) Any amendments or addenda to the contract (signed by all parties); and
(h) Evidence of Council approval (minutes, resolution, and the like).
(D) Large procurements (more than $150,000). Contracts for goods or services with a contract price greater than $150,000 are large procurements.
(1) The purchaser shall use competitive sealed bidding as set forth in O.R.S. 279B.055, or competitive sealed proposals as set forth in O.R.S. 279B.060.
(2) Documentation required:
(a) Purchase order;
(b) Authority for the purchasing transaction and basis for using the large procurement process;
(c) Copy of request for bids/proposals, copies of bids/proposals received, evaluation of bids (must include scoring criteria and scoring sheets, copy of public notice, and notice of intent to award attached to the approved purchase order within the purchasing system;
(d) Copy of contract document (signed by all parties);
(e) Any amendments or addenda to the contract (signed by all parties);
(f) Evidence of Council approval (minutes, resolution, and the like); and
(g) Protests received (if any) and city response.
(Ord. 329-21, passed 8-3-2021)