$1 to $5,000 - Administrative Process “Delegated Authority”
Competitive bidding is not required. At the Buyer’s discretion, a purchase order will be issued to the vendor recommended by the requesting department. The department head, or designee, must approve the purchase requisition in the financial software which authorizes the purchase. The department should exercise good judgement in accordance with this Guide. The department head, or designee, shall ensure funds are budgeted sufficient for the purchase.
$5,001 to $10,000 - Verbal Quotations
Competitive pricing is required. Departments shall request verbal quotations from vendors in order to obtain competitive pricing. At minimum, three quotes shall be solicited.
$10,001 to $25,000 - Written Quotations
Competitive pricing is required. Departments shall request written quotations from vendors in order to obtain competitive pricing. At minimum, three written quotes shall be solicited.
If three quotes cannot be solicited, please see section on Sole Source. Award is made to the lowest quote.
The Town Administrator and the Comptroller, or designees, must approve before the purchase is made if between $10,001 to $25,000.
Purchases inclusive of grants, those with Federal funds, or those requiring contracts shall be referred to the Town Administrator for processing.
$25,001 to $49,999 - Informal Solicitations for Bids or Proposals
Procurement will issue a written Invitation for Bids (IFB), a Request for Proposal (RFP), or a Request for Qualifications (RFQ), depending on the type of procurement. Typically, commodity items are procured using a bid process where an award is made to the lowest responsive and responsible bidder. However, in some instances an RFP may be used.
At minimum, three written bids should be solicited in the case of an IFB. If three bids cannot be solicited, please see section on Sole Source. Award is made to the lowest responsive and responsible bidder. In the case of RFP/RFQ, award is made in accordance with the evaluation criteria, terms and conditions stated therein.
Purchases inclusive of grants, those with Federal funds, or those requiring contracts shall be referred to the Town Administrator for processing.
For normal competitive purchases, the department manager, the Town Administrator, and the Comptroller, or designees shall approve before the purchase is made.
Purchases over $49,999 - Formal Bids or RFQ/RFPs
Competitive, sealed bidding is required; however, approval by the Town Council for purchases over $49,999 is required before the purchase is made.
Procurements involving construction may use a construction contracting administration method which is most advantageous to the Town and will result in the most timely, acceptable quality, economical, and successful completion of the construction project. The Town Administrator or designee, shall make a determination regarding the appropriate method of construction contracting administration for a particular construction project.
When it is determined that competitive, sealed bidding is either not practical, appropriate or advantageous, competitive, formal sealed proposals shall be used. Approval by the Council is required before the purchase is made.