AMOUNT | |
Under $100 | Petty cash (used by most departments and divisions) |
$100 - $1000 | Department Purchase Order (DPO) for commodities (Does not go through division. 3 quotes are required) |
$500 - $1000 | Verbal quotes are acceptable. But generally a Fax quote is requested. |
$1000 - $5000 | Minimum of three written quotes. Fax quotes are requested. |
$6000 - $20,000 | Formal request for quotation (RFQ) is written and faxed and/or mailed (advertised with BidSource) |
Over $20,000 | Formal Invitation for bid (IFB) or request for proposal (RFP). A notice is sent to bidders on record, advertised in AZ business Gazzette and BidSource. |
Requirement contracts | Dollar expenditures are limited by term of contract |
Special notes | 2.5% price preference for minority or women owned businesses. |
AMOUNT | |
Under $100 | Petty cash |
$100 - $1000 | Department Purchase Order (DPO) or Procurement Credit Card (PCC) does not go through Purchasing Division. 3 quotes required. |
$1,000 - $25,000 | Informal Request for Quote (RFQ) by telephone, mail, fax or personal visit and does not require public advertising. |
Over $25,000 | Formal Invitation for Bid (IFB) or request for proposal (RFP). |
Special notes | This city actively uses State of Arizona Cooperative Purchasing Agreements for many of the commonly used items. |
AMOUNT | |
Up to $2,000 | Credit card purchases. |
$2,000 - $20,000 | Request for 3 bids. |
Up to $10,000 | Informal request for quote, buyer can choose who they want. |
$10,000 - $25,000 | Obtain proposals for jobs, pick best company and negotiate price. |
Over $20,000 | Formal bid process (for construction $15,000 and up goes to formal bid - but this changes every fiscal year. |
AMOUNT | |
Up to $50 | Petty cash |
Under $1,000 | Purchased using a Limited Purchase order by individual department. |
$1,000 - $10,000 | Informal request for quote(RFQ) from a minimum of three sources, in writing - does not require public advertisement. |
Over $10,000 | Formal request for bid (RFB) or request for proposal (RFP). |
AMOUNT | |
Under $2,500 | May be purchased with the city procurement card or a direct pay "Purchase and Payment Requisition" - Not required to be purchased by the procurement office. |
$2,500 - $5,000 | Informal quotes |
$5,000 - $30,000 | Must obtain a minimum of 3 written quotes. |
Over $30,000 | Formal, competitive bid/proposal solicitation. |
AMOUNT | |
Up to $1,000 | Credit card purchase |
Up to $25,000 | Request for quote (RFQ). Informal verbal and written quotes. |
Over $25,000 | Formal invitation for bid (IFB) and request for proposal (RFP). |
AMOUNT | |
Up to $5,000 | Three verbal quotes |
$5,000 - $10,000 | Informal request for quote (RFQ), buyer selects vendors to submit a quote in writing, by fax or mail. |
$10,000 - $25,000 | Invitation for bid (IFB). Available on the automated fax retrieval system for Arizona procurement offices. |
Over $25,000 or $10,000 with 3 year contract | Formal Invitation for Bid (IFB) or request for proposal (RFP). |
AMOUNT | |
Under $5,000 | No formal guidelines. |
$5,000 - $15,000 | Requires a minimum of 3 oral price quotes |
$15,000 - $30,000 | Requires a minimum of 3 written price quotes |
Over $30,000 | Sealed competitive bid |
AMOUNT | |
Under $2,500 | Purchased with the government IMPACT VISA cards. They can buy what they want. |
$2,500 - $25,000 | Solicit quotes via telephone, do not always consult the computerized source list - recommended marketing your firm. |
Product $2,500 and up | May be purchased through EDI or the internet |
Over $25,000 | Formal bid process, appears on the CBD |