A request for proposal is primarily used to solicit proposals involving technical or professional services. However, if adequate justification can be presented by the user, with the approval of the Purchasing Officer an RFP can be used to procure materials, equipment, nonprofessional/technical services, or revenue producing services
Request for Proposals shall be required for:
(a) The purchase of Professional/technical services other than legal services by an attorney involving an amount exceeding $55,000.
(b) The purchase of gas, electricity, water, telephone, cable TV, sewer or refuse collection services and goods, if competition for such services and goods is available and if the estimated purchase amount is in excess of $25,000 or the estimated annual lease payment is in excess of $10,000.
(c) The selection of the city's agent of Record who shall be responsible for the negotiation of insurance coverages for the city and who shall work with and under the direction of the city department responsible for risk management.
(d) Concession contracts which are reasonably estimated to generate revenues to the city, over a 12 month period, in excess of $55,000 if there is competition for use of the city property.
The following steps are required:
- Contact Purchasing for a determination on whether the use of the RFP methodology is appropriate;
- If appropriate, obtain an RFP packet from the Purchasing Division and prepare the "draft" RFP in accordance with packet instructions;
- Submit the "draft" RFP and prepared requisition to the Purchasing Division.
For purposes of planning you should allow a minimum of fifty-five (55) working days for processing and contract award (does not include delivery lead time, recommendation of award approvals or contract negotiations).
