2.597 Data and Word Processing Contracts.
Contracts for acquisition of data and word processing hardware and systems software may be let using alternate competitive procurement methods subject to the following conditions:
(1) If the contract amount does not exceed $50,000, the City shall, as a minimum, follow informal competitive procurement methods. Prior to selection of a vendor, reasonable efforts will be made to solicit proposals from three or more vendors. Justification of award shall be documented and become a public record of the City.
(2) If the contract amount exceeds $50,000, the City may use the request for proposal process (Section 2.563) and shall solicit written proposals. Solicitations shall be requested from appropriate vendors appearing on lists compiled by the manager or by advertising. The City shall document the evaluation and award process, which will be part of the public record justifying the award.
(3) If the amount of the contract exceeds $500,000, in addition to the requirements of subsection (1)(b) of this code, the City shall:
(a) Provide an opportunity for vendors to review requirements and, prior to submitting proposals, comment on any specifications which they feel limit competition;
(b) Provide that residual values be considered only if they are clearly ascertainable; and
(c) Provide that cost of conversion will be minimized by the City. Vendors competing in this category of procurement shall be given the opportunity to review the evaluation of their proposal before final management review and selection. If there is less than a 1% difference between the performance/cost ratio of the highest ranked proposals, appropriate consideration must be given to the procurement of equipment which will encourage competition.