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<br />
<br />This contract will be used for all professional service agreements.
<br />Purchasing Thresholds
<br />The following chart identifies the required procedures for professional services contracts.
<br />PROFESSIONAL SERVICES
<br />Purchase
<br />Level (1)
<br />Purchase
<br />Process
<br />Required
<br />Approving
<br />Authority
<br />Notes
<br />$0 -
<br />$25,000
<br />Quotes Department
<br />Head
<br />• For an item costing between $0 and $10,000, Quotes are not required.
<br />• Purchases can be made on the Open Market and verbal quotes are optional.
<br />• If quotes are received, they will be kept on file for at least one year.
<br />• For an item costing between $10,001 and $25,000, the City shall request price
<br />quotations from at least two sources, when practical.
<br />• In cases where the City has established a pool of qualified consultants (e.g., engineers,
<br />architects, planners), the consultant may be selected from the existing pool. (2)
<br />• If a consultant is determined appropriate for continuity, cost, quality or time efficiencies, two
<br />quotes are not required. (i.e. a consultant’s prior work is integral to a project, so we will not
<br />require a second quote, since the consultant is deemed the appropriate vendor.)
<br />$25,001 -
<br />$50,000
<br />Quotes City Manager
<br />
<br />
<br />• For an item costing between $25,001 and $50,000, the City shall
<br />request price quotations from at least two sources, when practical.
<br />• For an item costing above $25,000, the City shall request written price quotations in the
<br />form of a Request for Proposal from at least two sources, when practical.
<br />• In cases where the City has established a pool of qualified consultants
<br />(e.g., engineers, architects, planners, etc.), the consultant may be selected from the
<br />existing pool. (2)
<br />• If a consultant is determined appropriate for continuity, cost, quality or time efficiencies, two
<br />quotes are not required. (i.e. a consultant’s prior work in integral to a project, so we will not
<br />require a second quote, since the consultant is deemed the appropriate vendor.)
<br />Above
<br />$50,000
<br />
<br />Council
<br />Resolution
<br />
<br />City Council
<br /> • For an item costing above $25,000, the City shall request written price quotations in the
<br />form of a Request for Proposal from at least two sources, when practical.
<br />• In cases where the City has established a pool of qualified consultants (e.g., engineers,
<br />architects, planners, etc.), the consultant may be selected from the existing pool. (2)
<br />• If a consultant is determined appropriate for continuity, cost, quality or time efficiencies,
<br />two quotes are not required. (i.e. a consultant’s prior work in integral to a project, so we
<br />will not require a second quote, since the consultant is deemed the appropriate vendor.)
<br />• The standard contract shall be awarded to the service provider with the best
<br />qualifications and proposal for the specific project. Total cost shall not be the only
<br />consideration but must be included in the analysis of the proposals.
<br />
<br />1 Quotes must be kept on file for at least one year
<br />2 If the estimated cost is close to one of the thresholds, you will follow the requirements for the higher threshold.
<br />
<br />
<br />Required Approvals
<br />Professional
<br />service Documentation Director City
<br />Manager Council
<br />Up to $25,000 2 or more quotes if possible X
<br />$25,000-$50,000 Multiple quotes recommended X X
<br />$50,000+ Multiple quotes recommended X X X
<br />1 Quotes must be kept on file for at least one year
<br />2 Use City’s “Professional Services Agreement (Contract)”
<br />3 Contracts over $175,000 that include labor require a performance and payment bond
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