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If exceed price is the official value when determining which procedure to use Open POs are subject to the same procedures as other purchases 3 12 Qualified Low Bidder A vendor meeting all the qualifications of the City specifications at the lowest price 3 13 Professional Services Contract Contract between a provider of professional services (e g accounting firm, architect, engineer, law firm) and the City to provide a service for a set penod of time The maximum length for a contract is five years (including potential extensions, e g. a four-year contract with a one-year possible extension is fine, but a three-year contract with three possible extension years (for a total of six years) is prohibited). The contract must follow the procedure for its total contract price (e g a contract for$30,000 a year for five years is a$150,000 contract) Note use the Design Professional Services Agreement for architectural or engineering services that have design responsibility 3 14 Price Quotes A written (physically or electronically) statement from a vendor, service provider, or contractor signifying that they will provide a certain good or service at a certain price 3 15 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 3 16 Recumng Purchase Order(RPO) A Purchase Order for purchases occurring regularly and on a predictable timeframe (e g annually) RPOs are subject to the same procedures as other purchases 3 17 Request for Proposal (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 18.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 Purchasing Procedure and Manual 10-4-16 1