CITY COUNCIL MEETING AGENDA PACKET

Purchasing Procedures and Manual 6 reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility; (2) painting or repainting any publicly owned, leased, or operated facility; (3) in the case of a publicly owned utility system, “public project” shall include only the construction, erection, improvement, or repair of dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. “Public project” does not include maintenance work including all of the following: (1) routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes; (2) minor repainting; (3) reserving of streets and highways at less than one inch; (4) landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems; (5) work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including but not limited to, damns, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. 3.18. Purchase Order (PO): Authorizes City staff to have a vendor supply up to a certain dollar amount for one time or recurring supplies and/or services for a maximum term of one year. All POs are subject to the same procedures as other purchases. POs for services require a vendor signature before routing for City signatures. There are the following types of POs: 3.18.1. Open Purchase Order (Open PO): An ongoing Purchase Order with multiple purchases over a period of time within the fiscal year. Open POs must have a “not-to-exceed” price limit. This not-to-exceed price is the official value when determining which procedure to use. 3.18.2. Recurring Purchase Order (RPO): A Purchase Order for purchases occurring regularly and on a predictable timeframe (e.g. annually). For those recurring POs that exceed $200,000, the Finance Department will coordinate submission to City Council at the beginning of the fiscal year. 3.19. Request for Proposals (RFP): Used to procure professional services that have well-defined specifications and an expectation that the consultant can provide accurate pricing based on written or verbal specifications. Examples of projects that require a RFP include design and construction management services, planning studies, and audit services. All proposals must be submitted to the City Clerk’s Office by a predetermined time and date. A sample RFP is located on the Pleasanton Progress Intranet. 3.20. Request for Qualifications (RFQ): Used to procure professional services that have broad specifications subject to multiple approaches, many potential types of consultants or service providers that may be interested, and/or specifications that may be refined during the service provider review process. Examples of projects that require a RFQ include website design, park design, facility planning, and architectural services. All qualifications must be submitted to the City Clerk's Office by a predetermined time and date. A sample RFQ is located on the Pleasanton Progress Intranet. Page 134 of 373