All purchases of supplies, equipment and services with an estimated value of $25,000 or less in any fiscal year may be made informally from the open market without observing the "formal bid procedures" provided in this chapter. The City Manager or his or her designee are authorized to approve the purchase for materials, equipment and supplies with an estimated value of $25,000 or less. The City Manager is the only employee of the city that is authorized to sign and execute a written contract. The Administrative Services Director shall review and approve of all purchases during the invoice processing phase of the purchase.
(A) Minimum number of quotes. All open-market purchases shall, when practical, be based on at least three competitive quotes, and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in the definition of "lowest responsible bidder" in § 3.24.020.
(B) Solicitation of quotes. The Purchasing Agent shall, when practical, solicit at least three quotes: (1) by direct mail request to prospective vendors; (2) by email or internet; and/or (3) by public notices posted on the city's website or on the bulletin board at City Hall; and (4) by other approaches deemed appropriate by the Purchasing Agent and as authorized by administrative policy.
(C) Written quotations. Informal written quotations shall, when practical, be obtained for the purchase of supplies, equipment, materials and/or services with an estimated value between $5,000 and $25,000 in any fiscal year. Competitive bids and quotes are not required for purchases less than $5,000; however, the authorized staff shall, when practical, obtain informal quotes prior to purchase.
(`83 Code, § 3.24.090) (Ord. 82-3 (part), 1982; Ord. 93-27 § 4, 1993; Ord. 2016-07 § 1, 2016)