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Selecting a Vendor

Selection Process

The selection process depends on the cost. This is the total cost for most purchases, or the annual cost for software or technology subscriptions.

The Purchasing Guidelines are the official rules for selecting a vendor. Visit the guidelines for details.

Up to $25,000

Use your best judgment to select a vendor. No competitive selection is required.

$25,001 – $75,000

Get informal quotes from at least 3 vendors. You must include at least 1 quote from the Local Business Directory and 1 quote from the Equitable Purchasing Directory.

More than $75,000

Purchases of more than $75,000 require a competitive selection process, such as an RFP (Request for Proposals).

Purchasing Forms

Noncompetitive Selection (Exceptions)

If a purchase qualifies for an exception, it does not need to go through the competitive selection process.

If you believe your purchase qualifies for one of these exceptions, and your purchase is more than $25,000, fill out the noncompetitive selection request form.

Any contracts selected without competition (using one of these exceptions) for more than $75,000 must be authorized by Council resolution.

Qualifying Exceptions

Qualifying exceptions include:

  • Public emergency
  • Service or product only available from one person or firm ("true sole source")
  • Professional services provided by attorneys
  • Service provided by a university, college, or other educational institution
  • No acceptable bids after competitive process
  • Service fees established by law or professional code
  • This consultant has provided similar services to the City before, and it's economical to use the same consultant

Visit MGO 4.26(4) for more information.

Deadlines for Noncompetitive Selection Requests

All deadlines are during the week before the Council meeting when you want to introduce the item.

  • Monday - Noon
    Department submits the completed Noncompetitive Selection Request form.
  • Tuesday - Noon
    Purchasing reviews the request and returns it with comments.
  • Tuesday - End of Day
    Department enters the resolution in Legistar. Attach the completed noncompetitive form to the legislative file.
  • Wednesday - Noon
    Budget Analyst reviews the resolution and drafts fiscal note. The completed resolution will pull into the Common Council agenda.

Public Works (More than $25,000)

Public Works (construction) contracts for more than $25,000 have special requirements. Learn about the public works contracting process.

Community Supportive Goals

Local Purchasing

  • 1% weight for bids
  • 5% weight for RFPs

Local Business Directory

Equitable Purchasing

Equitable Purchasing Directory

Apparel Purchases

Sweatfree Procurement: $15,000+

For more information, visit MGO 4.25, or contact the Purchasing Supervisor with questions.

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