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Resolution 20-1130 Page 8 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 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: 3.15.1. 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. 3.15.2.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. 3.16. 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. 3.17. 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. 3.18. Sample Documents: Sample Documents such as service agreements and contract amendments are located on the Pleasanton Progress intranet. 3.19. 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; 3 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.