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3-1-8: INFORMAL COMPETITIVE SOLICITATION:
   A.   Request for Quote (RFQ) Process: This process may only be used when the expected total amount of the purchase is less than twenty-five thousand dollars ($25,000). A minimum of two quotes shall be obtained by telephone, email, online procurement service, direct vendor delivery or another price comparison. The public works department head is authorized to use the request for quote process for public works projects and building improvements when a purchase or contract is estimated to be less than the respective formal competitive thresholds set forth in section 3-1-6. All other department heads are authorized to use the request for quote process only if the estimated amount of the purchase or contract is equal to or less than seven thousand five hundred dollars ($7,500). The purchasing manager is authorized to use the request for quotes process, if necessary, for all purchases not otherwise required to be procured through a formal competitive process or an informal survey.
   B.   Informal Survey Process: A contract for professional services may be solicited by an informal survey process. Selection of professional services using an informal survey process shall be pre-approved by the mayor before informal survey process may be used. Survey information should contain information regarding the type of service needed, the methodology to be used during the selection process, the anticipated or projected monetary value of the envisioned product of work, and the expected term of the provided service.
After the department head selects the professional firm using data gathered from the informal survey, a written and signed award recommendation shall be presented to the mayor for final approval. After mayor approval, all supportive documentation and approvals shall be provided to the purchasing manager who will retain the information in the project purchasing file. A department head that uses an informal survey for professional services that exceeds or is likely to exceed ten thousand dollars ($10,000) shall give a written disclosure to the city council within fourteen (14) days from the mayor's final approval of the award. (Ord. 19-54, 12-11-2019, Effective at 12 noon on January 6, 2020)