(a) Special Equipment/Supplies. In purchasing any special equipment or supplies needed to be compatible with existing equipment, or to perform complex or unique functions, the Purchasing Agent and Department Head in consultation with one another may:
(1) Limit bidding to a specific product type, or a brand name product; or
(2) Utilize a request for proposal approach where warranties, service and/or maintenance obligations, and product performance will be evaluated in addition to the price of the product. The award of the contract should be to the proposer staff deems is in the best public interest.
(b) Sole Source Purchases. Unique commodities or services that can be obtained from only one vendor, or one distributor authorized to sell in this area, with singular characteristics or performance capabilities or which have specific compatibility components with existing City products are exempt from the competitive bidding requirements in Sec. 3-10.201 and are deemed sole source purchases. Sole source purchases may include proprietary items sold direct from the manufacturer.
(1) All sole source purchases shall be supported by written documentation indicating the facts and nature supporting the determination of a sole source, signed by the Department Head and forwarded to the Purchasing Agent. The Purchasing Officer shall approve sole source acquisitions in an amount of Seventy-five Thousand and no/100th ($75,000.00) Dollars or less.
(2) Approval of any sole source acquisition shall be obtained from City Council for an award of a contract for an amount exceeding Seventy-five Thousand and no/100th ($75,000.00) Dollars.
(§ 1, Ord. 1638-NS, eff. January 12, 2018)