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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. 3.14.2. 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. 3.15. 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. 3.16.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. 3.17. Sample Documents: Sample Documents such as service agreements and contract amendments are located on the Pleasanton Progress intranet. 3.18. 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 Service Provider.3 Even under these circumstances, competition is encouraged; equivalent products should be evaluated and every effort should be made to identify multiple vendors. Justifications for using a Sole Source Vendor include the following: 3.18.1. Adherence to manufacturer's specifications. 3.18.2. No other available vendors, manufacturers, or service providers. 'When drafting a Request for Bids (RFB) that will allow for a sole source provision of maintenance or parts, you must also allow for an"approved equal"—a vendor selling comparable and substitutable goods or services—and describe the process and timing for the consideration of a proposed equal. Purchasing Procedures and Manual 6