Standardization/Sole Approved Brands - Procedure 015

 

1. PURPOSE

   To provide guidance for the standardization of purchased materials.

    

2. SCOPE:

   This procedure applies to all purchases.

    

3. DEFINITION AND USE:

    

   1. Standardization is authorized based on compatibility of equipment, cost savings to the City, ease of maintenance, safety factors, or any other grounds found to make standardization in the best interest of the City.

       

   2. Due to changes in the marketplace, and in order to promote open and fair competition, standardization is approved for a maximum of three (3) years

       

4. GENERAL:

   The Standardization Committee shall be established by the Procurement Division Manager and the Finance Director.

    

5. PROCEDURES:

    

   1. The requesting department determines the product(s) they wish to standardize.

       

   2. The requesting department must identify the advantages of making a product standard by conducting the following:

       

      1. Conduct open and fair market analysis to become aware of all known comparable units. This can be accomplished by issuance of a Request For Information with assistance from the Procurement Division.

          

      2. Determine through comparisons the most economical quality unit consistent with the request.

          

      3. Submit a Sole Source Justification Form (Exhibit 015-A) complete with all supporting documents.

          

   3. The request is reviewed by the Procurement Division. If adequate justification has been provided, the request is approved and a meeting is arranged with the Selection Committee

       

   4. At the meeting, the requestor presents the data and should be ready to answer technical questions.

       

   5. The Selection Committee will have authority to approve all requests $15,000.00 and under. Those requests over $15,000.00 are reviewed by the Selection Committee and if adequate justification is provided, the request is presented to the City Commission for final approval.