Supplies & Non-Professional Services 

A contract and/or purchase order must be established by the Procurement Department before the purchase. The only exception is supplies or services purchased with a ProCard or authorized through a check requisition.

NOTE: All contracts with a term of more than five (5) years and a cumulative value of $45,000.00 or more require City Council approval.

Open Market - less than $1,500.00

All procurements of supplies and non-professional services for less than or equal to $1,500.00 shall be made on the open market. Open market procurements can be solicited by any authorized staff member of the City. The preferable method of payment for transactions with a value of less than $1,500.00 is through a City issued ProCard. If an order requires a contractual signature, the Procurement Department will review of terms and conditions prior to acceptance. 

Informal - $1,500.01 to $15,000.00

All procurements of supplies and non-professional services of $1,500.01 and less than or equal to $15,000.00 require contacting at least three (3) responsible prospective suppliers. Informal bids may be solicited by email, IONWAVE, or other reasonable method generally available to the public. The contract will be awarded to the lowest responsive and responsible bidder.

Formal - over $15,000.00

All supplies and non-professional services shall be procured by formal written contract from the lowest responsible bidder when the extended cost shall exceed $15,000.00. Sealed bids must be solicited to at least three (3) responsible prospective suppliers. Formal bids that include detailed specifications will be advertised by the Procurement Department and made available through IONWAVE. The Procurement Director will present to the City Council for approval or rejection of the award. The City Council has the right to approve or reject any and all bids. 

Professional Services 

A contract and/or purchase order must be established by the Procurement Department before the purchase. The only exception is supplies or services purchased with a ProCard or authorized through a check requisition.

NOTE: All contracts with a term of more than five (5) years and a cumulative value of $45,000.00 or more requires City Council approval.

Architectural, Engineering or Land Surveying Services

Present provisions of law notwithstanding; in the procurement of architectural, engineering, or land surveying services the Procurement Director shall encourage firms engaged in the lawful practice of their professions to submit qualifications and performance data to the Director of Procurement through a Request for Qualification. The top ranked firm after the evaluation of qualifications shall be provided with a Request for Proposal.  

Other Professional Services

The Procurement Director will chair the selection committee and solicit a Request for Proposal from qualified firms to perform these services. 

Open Market - $5,000.00 or less 

Services that have an expenditure of $5,000.00 or less and do not require solicitation of competitive proposals. However, approval of the Procurement Director is required.

Informal - $5,000.01 to $15,000.00

Services that have an expenditure of $5,000.01 and less than or equal to $15,000.00 require three (3) written proposals. After reviewing the detailed proposals, the Selection Committee shall make a recommendation to the Chief Administrative Officer for approval or rejection.

Formal - over $15,000.00

Services that have an expenditure of more than $15,000.00 for projects require contacting at least three (3) firms for an “expression of interest.” After the “expressions of interest” are reviewed, detailed proposals may be requested. Requests for an “expression of interest” and detailed proposals may be requested simultaneously. 

After reviewing the detailed proposals, the Selection Committee (chaired by the Procurement Director) shall make a recommendation to the Chief Administrative Officer who will review and present to the City Council for approval or rejection of the proposals. The City Council has the right to approve or reject any and all proposals.