A. Except as otherwise stated in this chapter, any city purchase between seven thousand five hundred dollars and one cent and fifty thousand dollars shall be awarded to the responsive responsible bidder according to the following procedure.

B. Upon approval of a purchase requisition, the department representative shall create a request for quote solicitation for the procurement item or service needed or desired. The request for quote shall include:

C. Best effort shall be made to solicit the request for quote to at least three potential providers of the supplies, services, or construction required. Solicitations must be in writing including the potential provider’s company name and contact information. A prequalified potential vendor list as described in Section 3.02.090 may be used.

D. Responses to request for quote shall be made in writing; either email, fax, or mail. If potential vendor is unable to provide a quote, a “no bid” response is acceptable. Documentation shall be made of nonresponses.

E. A public bid opening is not required.

F. The procurement officer shall select the responsive responsible bidder without bias or favoritism. If only one quote is received, the bidder may be required to furnish a detailed cost proposal for review and the bid award may be subject to subsequent negotiation. All information relating to the quotes obtained and selection of the responsive responsible bidder shall be retained by the city in accordance with the applicable records law.

G. Once the vendor has been selected, the procurement officer shall issue a purchase order. (Ord. 2023-02 § 1 (Exh. A); Ord. 2018-12 § 1 (Exh. A (part)); Ord. 2014-07 § 1 (Exh. A (part)); Ord. 2/16/2010O-2 § 1 (Exh. A (part)); Ord. 4/21/2009O-7 § 1 (Exh. A (part)); Ord. 10/02/2007O-14 § 1 (Exh. A)(2.7.210); Ord. 1/20/2004O-15 (part). Formerly 2.28.290)