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3.1'1.3.13. 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. 3.14. 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: 3.14.1. 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. 3.15. 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 $100,000, the Finance Department will coordinate submission to City Council at the beginning of the fiscal year. 3.14.2. 3.16. Recurring Purchase Order (RPO): A Purchase Order for purchases occurring regularly 3.17.3.15. 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. 3.18.3.16. 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. 3.19.3.17. Sample Documents: Sample Documents such as service agreements and contract amendments are located on the Pleasanton Progress intranet. 33.18. Sole Source Vendor (or Provider): Under certain circumstances, it is acceptable to specify a brand name for the purchase of goods and to use a Sole Source Vendor or DRAFT Purchasing Procedures and Manuay 11 15 16 6