A. Multiple Stage Procurements: IFB or RFP processes may be completed in multiple stages to determine the qualifications, experience, quality of work and/or goods that would be provided before a bid cost sheet is submitted as the final stage of the multiple stage process. A multi-stage process may result in a single or multiple award. Multi-stage processes may be used regardless of bid value.
B. Requests for a Statement of Qualifications: When the mayor determines, based on recommendations from the department heads and the purchasing manager, that a procurement for services requires a certain level of qualifications, skill, experience, understanding of specific needs, key personnel, availability, or other reasonable criteria, the purchasing manager may request a statement of qualifications from potential bidders or offerors.
C. Approved Vendor List: An approved vendor list may be created from a request for a statement of qualifications. Upon evaluation of the responses from vendors, those vendors meeting the qualification and advancement criteria shall be included on the AVL.
1. Timing for Inclusion on an AVL: The AVL may be an open-ended or closed-ended list as follows:
a. Closed-ended AVL: A closed-ended AVL is a list of vendors approved for a finite period, specified in the SOQ, during which additional vendors may not be added to the AVL. Once the specified period expires, the city may request vendors to submit their statement of qualifications again and, if determined to be qualified, include the qualified vendors on the AVL.
b. Open-ended AVL: An open-ended AVL is a list of vendors approved for a finite period to which additional vendors may be added through the remaining term of the list. The interval period(s) stated in the SOQ generally range from six (6) months to eighteen (18) months.
2. AVL Procurement Methods: The AVL may be used as one or more of the following methods, regardless of estimated total cost of the good or service:
a. A rotation system, organized alphabetically, numerically, or randomly;
b. Assignment of vendors to a specified geographic area;
c. Assignment of vendors based on vendors' particular expertise or field; or
d. Another method approved by the purchasing manager.
D. Request for Information: The city may request information, comments, or suggestions from potential bidders or offerors before using any competitive solicitation methods. A request for information may be used to gather information including, but not limited to, availability of a procurement item, delivery schedules, industry standards and practices, product specifications, training, new technologies, capabilities of potential providers of a procurement item, and alternate solutions. A request for information may not be used to solicit a firm fixed cost or guaranteed pricing, negotiate fees, make a purchase, or enter into a contract. All information received by potential bidders, offerors, or industry specialists does not bind either party to any commitments to one another and is subject to GRAMA classification. (Ord. 19-54, 12-11-2019, Effective at 12 noon on January 6, 2020)