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3.9. Land Purchases: The purchase of any land or already-existing buildings. These purchases are exempt from the procedures listed in this Manual. Refer to the City fixed asset guidelines for additional information. 3.10. Managed Qualified Bid List(MQBL): A listing of qualified professional consultants in a specific area of expertise maintained by the City to identify and select service providers pursuant to Municipal Code Chapter 2.48. Each firm on the MQBL will submit a Statement of Qualifications including, but not limited to,the firm name and principal statistics, qualifications of key personnel, areas of special expertise, a list of references and similar projects, and a written statement that the City's Professional Services Agreement has been read and that the firm can meet the requisite insurance agreements. The Department Head utilizing the MQBL shall encourage firms, including local firms with a City business license, to submit a Statement of Qualifications, and regularly review the MQBL to determine if local firms are underrepresented and to update company information and qualifications. 3.11. Open Purchase Order(Open PO): An ongoing Purchase Order with multiple purchases over a period of time generally not to exceed five years. Open POs must have a"not to . . . ! . - - - . - - -- -- .., . -- purchases. 3.12.3.11. Qualified Low Bidder: A vendor meeting all the qualifications of the City specifications at the lowest price. 3.13.3.12. Professional Services Contract:2 Contract between a provider of professional services (e.g. accounting firm, architect, engineer, law-firni) and the City to provide a service for a set period 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. z Legal service contracts can be exempt from the selection and time limit provisions of this policy to the extent specific counsel is required: (1)by the insurance pool;(2)to immediately respond to litigation:or (3) because of the need for specialized legal services. In these instances,a memo explaining the circumstances and selection process shall be provided to the Finance Department. Temporary employment contract agencies are also exempt from the selection and time limit provisions of this policy. However, it is expected that City staff will utilize more than one temporary employment agency to place temporary staff depending on the skill requirements. DRAFT Purchasing Procedures and Manual! 11 15 16 5