A. To ensure competition for pricing, three price quotes must generally be obtained prior to selecting a vendor. In some cases, the city official or staff must make the request for a price quote in writing and in some cases the requests for price quotes may be made orally. In some cases, the price quote must be received in writing, in some cases the quoted price may be received orally and later placed in writing through the requisitioning process. In some cases, the request for quotes must contain very specific information about the scope of the work and other matters, in some cases it need not.
B. Again, the cost analysis and procedural formality required by these policies varies with the specifics of each transaction, including the amount of money, the type of goods and services, the availability of competing vendors, and the urgency of the matter for which goods and/or services are sought. These rules are set out below:
1. Expenditures over $1,000.00. Any expenditure over $1,000.00 shall require three price quotes. The price quotes may be given orally, that is, they need not be put into writing, and the request for the price quote may also be put in writing but need not be.
2. Expenditures over $3,000.00. The departments or purchasing agent must receive three written price quotes from vendors in response to a complete set of written specifications or scope of work for acquisitions from $3,000.01 to $30,000. The department directors or purchasing agent must have a set of written specifications or scope of work, list of vendors contacted and all written responses or non-responses from vendors on file. For any procurement between $10,000.00 and $30,000.00 a copy of the written specification or scope of work and all written responses must be retained by the using department or the purchasing agent.
3. Expenditures over $30,000.00. In addition to the requirements for all expenditures over $3,000.00, if the expenditure exceeds $30,000.00 the bids must be sealed and must pursue a competitive process. (Exceptions exist as set out below.)
C. Summary chart of requisition and price quotes.
Required Requisitions and Price Quotes
| |
$1,000.01 to $3,000.00 | 3 verbal (oral) quotes |
$3,000.01 to $30,000.00 | 3 written quotes |
Above $30,000.00 | Sealed competitive bids |
(Res. 2008-011, passed 2-19-2008)