3.02.090 Prequalification of potential vendors.
A. Prequalification Procedures. The procurement officer may prequalify potential vendors to provide procurement items or services specified by the department. To prequalify potential vendors, the procurement officer shall issue a request for statement of qualifications. The following procedures are required:
1. The request for statement of qualifications shall be posted on the city website and/or the city’s procurement platform, at least ten days prior to the deadline for submission.
2. Stated in the request for statement of qualifications shall be the following:
a. The specific procurement item(s) or service(s) to which the request for statement of qualifications relates;
b. The scope of work to be performed;
c. The instructions and deadline for submitting a statement of qualifications;
d. The criteria by which the department will evaluate statements of qualifications;
e. Any prequalification requirements unique to the procurement;
f. May include performance rating criteria; and
g. The time period for which the qualification will be valid.
3. The process of prequalifying potential vendors must comply with the following conditions:
a. The request for statement of qualifications may not be so restrictive that the criteria limits competition;
b. The procurement officer may request potential vendors to provide additional information to clarify responses pertinent to the request for statement of qualification;
c. If a request for statement of qualifications results in only one potential vendor being placed on the list of prequalified potential vendors, the request for statement of qualifications will be cancelled and the list shall not be used;
d. Before making the list of prequalified potential vendors available to the public, the procurement officer shall provide each potential vendor who provided information in response to the request, but who did not meet the minimum qualifications for placement on the list, a written justification statement describing why the potential vendor did not meet the criteria for inclusion on the list; and
e. The list of prequalified potential vendors shall be made available to the public within thirty days after completing the evaluation process.
B. Potential Vendor Information. In response to the request for statement of qualifications, the potential vendors shall provide a timely, responsive response and may provide the following for consideration:
1. Basic information about the vendor;
2. The vendor’s experience and work history;
3. Information about the vendor’s management and staff;
4. Information about the vendor’s licenses, certifications, and other qualifications;
5. Any applicable performance ratings;
6. Financial statements reporting the vendor’s financial condition; and
7. Other pertinent information.
C. Use of Prequalified Vendors. Once a list of qualified vendors is selected, the procurement officer or department head may use the informal bidding procedure or the formal bidding procedure to select a vendor from the list of qualified vendors to purchase an item or service outlined in the scope of work, notwithstanding the limitations in Section 3.02.060(B). Any expenditure above fifty thousand dollares requires the approval of city manager or his/her designee. Any expenditure above one hundred thousand dollars requires approval by the city council.
D. Limitations. The following limitations apply to the use of prequalified vendors:
1. Informal bidding procedures with a list of prequalified vendors may not be used for a building improvement that is estimated to cost more than the bid limit for building improvements as defined in Utah Code Annotated Section 11-39-101(1)(a), as amended.
2. Informal bidding procedures with a list of prequalified vendors may not be used for any other expenditure that is estimated to cost more than the bid limit as defined in Utah Code Annotated Section 11-39-101(1)(b), as amended. (Ord. 2023-02 § 1 (Exh. A); Ord. 2018-12 § 1 (Exh. A (part)); Ord. 2014-07 § 1 (Exh. A (part)). Formerly 2.28.272)