* Prior resolution history: Res. 198.

The director of public works, or his designee, may solicit telephone and/or written quotations for purchase of supplies, materials, equipment or services, in an amount less than fifteen thousand dollars, provided that the following procedures are followed:
A. Whenever possible, not less than three prospective vendors shall be contacted by telephone or by letter and advised as to the specifications for the item or items for which quotations are being sought. The number of vendors contacted may be reduced if the item or items being sought are only available from a smaller number of vendors. An explanation shall be placed in the procurement file when fewer than three bids are requested, or if there are fewer than three replies. Bid specifications should, whenever possible, be drafted to permit at least three vendors to qualify as prospective bidders.
B. Whenever possible, bids will be solicited on a lump-sum or fixed-unit price basis.
C. Telephone or written requests for quotations shall specify at a minimum the following:
1. Item(s) to be purchased;
2. Number of units;
3. Tax;
4. Delivery time requirements;
5. Freight costs;
6. Point of delivery;
7. Terms of payment.
D. Tabulation of telephone or written quotations shall be on forms provided by the finance department and shall include at a minimum the information described in subsection C of this section.
E. Upon written authorization of the director of public works or his designee, the materials, equipment or services will be ordered from the lowest responsible bidder, whose quotation meets all specifications established for the item or items being purchased.
F. Written confirmation of telephone quotations from responsible vendors is not required, but may be requested when warranted.
G. Immediately after the award is made, the bid quotations are to be recorded and open to public inspection and are to be available by telephone inquiry. (Res. 290, 1992).