Elk Grove Municipal Code Art. V Purchasing of General Services

This article applies to the purchase of general services on behalf of the City except for those supplies or materials governed by the Public Contract Code. The purpose of this article is to establish efficient procedures for the purchase of general services at the lowest reasonable cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function, and to assure the quality of purchases.

(Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

For purchases of Ten Thousand and no/100ths ($10,000.00) Dollars or less, the purchasing procedures shall be established by an administrative regulation of the City Manager.

(Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013; Ord. 18-2023 § 3 (Exh. A § 5(a)), eff. 10-13-2023)

A. Informal Request for Proposal (RFP) Procedures. Except as set forth herein, the procurement of general services with a value from Ten Thousand and 01/100ths ($10,000.01) Dollars up to Fifty Thousand and no/100ths ($50,000.00) Dollars shall be made following the informal request for proposal procedure prescribed below:

1. Solicitation of Proposals. The department may solicit proposals by written (including e-mail) or verbal request to prospective service providers. Informal requests for proposals shall, whenever feasible, be based on at least three (3) proposals and shall be awarded to the best qualified and most responsible proposer, which may not necessarily be the lowest priced proposal. The dollar amount of the proposal shall be considered but the award need not be made to the lowest dollar proposal.

2. Retention of Proposal. The department shall retain all proposals in accordance with the City Council approved retention schedule.

3. Award of Contracts. The City Manager is authorized to award a contract pursuant to this section.

B. Exceptions. The City Manager (as applicable given the monetary limitations of this chapter) may dispense with the informal request for proposal procedure, in whole or in part, or reject any proposal received as part of any procedure, whether the informal request for proposal procedure has been initiated or not for the reasons set forth at EGMC Section 3.42.188(B).

(Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013; Ord. 18-2023 § 3 (Exh. A § 5(b)), eff. 10-13-2023; Ord. 14-2024 § 3 (Exh. A), eff. 10-25-2024)

A. Formal Request for Proposal (RFP) Procedures. Except as set forth herein, the City shall procure general services with a value of Fifty Thousand and 01/100ths ($50,000.01) Dollars or more following the formal request for proposal procedure prescribed below:

1. Request for Proposals. The request for proposals (RFP) shall include a description of the general services to be procured, a proposed services agreement, and the time and place for submission of proposals. To the extent feasible, a notice inviting proposals shall be distributed to at least three (3) providers. It shall also be posted on the City’s website at least ten (10) days prior to the deadline for submission of proposals. Proposers shall submit sealed proposals and shall identify them as proposals on the envelope.

2. Evaluation of Proposals. All responsive proposals shall be reviewed and evaluated by the City in order to determine which proposer best meets the City’s needs by demonstrating the competence and qualifications necessary for the satisfactory performance of the required services, shall not necessarily be based on the lowest priced proposal, but shall be based on a determination of which services offered serve the best interests of the City. The criteria by which the City shall evaluate proposals shall be set forth in the request for proposals, and may include a ranking system identifying factors considered important by the City. The City reserves the right to reject any and all proposals or waive any irregularities in any proposal or the proposal process.

3. Award of Contract. The City Manager is authorized to award a contract for general services with a value equal to, or less than, One Hundred Thousand and no/100ths ($100,000.00) Dollars. The City Council shall be the awarding authority for a contract for general services with a value greater than One Hundred Thousand and no/100ths ($100,000.00) Dollars.

B. Exceptions. The City Manager or the City Council (as applicable given the monetary limitations of this chapter) may dispense with the formal request for proposal procedure, in whole or in part, or reject any proposal received as part of any procedure, whether the formal request for proposal procedure has been initiated or not, under the following circumstances:

1. In an emergency;

2. When the services can be obtained from only one (1) source which has been reviewed and approved in writing by the City Manager;

3. When, in the judgment of the City Manager or City Council (as applicable given the monetary limitations of this chapter), compliance with the procedure is not in the best interest of the City; or

4. When processed through a cooperative purchasing agreement with another public agency whose procurement process is substantially consistent with the provisions of this chapter.

(Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013; Ord. 14-2024 § 3 (Exh. A), eff. 10-25-2024)