2.60.190 Procedure for informal written solicitation.
Where allowed by this Code, informal written solicitations shall be made by a solicitation document sent to not less than three potential providers.
(1) The solicitation document shall request competitive price quotes or competitive proposals and include:
(a) The date, time and place that price quotes or proposals are due;
(b) A description or quantity of the good or service required;
(c) Any statement of period for which price quotes or proposals must remain firm, irrevocable, valid and binding on the offeror. If no time is stated in the solicitation document, the period shall be 30 days;
(d) Any required contract terms or conditions; and
(e) Any required bid form or proposed format.
(2) Price quotes or proposals shall be received by the City Manager at the date, time and place established in the solicitation document.
(a) The City Manager shall keep a written record of the sources of the quotes or proposals.
(b) If three quotes or proposals are not reasonably available, fewer shall suffice, but the City Manager shall make a written record of the effort made to obtain quotes or proposals as part of the procurement file. (Ord. 135 § V(C), passed 3-13-2018)