Vendor Types of Buying

All Contractors doing business with the City of Roseburg must be registered to do business with the City prior to beginning work on any contract.  For information on how to obtain a Business Registration, visit the Business Registrations page on the City’s website.

DIRECT SELECTION
Contracts for goods, services, public improvements and personal services for which the estimated contract price does not exceed $10,000 may be awarded by the City Manager or designee by direct selection or any other method they deem to be in the best interest of the City.  When a vendor is chosen, a contract is awarded and signed by the City Manager.

INFORMAL VERBAL QUOTE OR PROPOSAL
Contracts for goods, services, public improvements and personal services for an amount which is valued $10,000 or more, but less than $25,000, may be awarded by the City Manager or designee based on informal verbal quotes or informal verbal proposals.  When a vendor is chosen, a contract is awarded and signed by the City Manager.  (Exceptions may apply – See Roseburg Municipal Code 3.06.

INFORMAL WRITTEN QUOTE OR PROPOSAL
Contracts for goods, services, public improvements and personal services for an amount which is valued $25,000 or more, but less than $50,000, may be awarded by the City Manager or designee based on informal written quotes or informal written proposals.  When a vendor is chosen, a contract is awarded and signed by the City Manager (Exceptions may apply – See Roseburg Municipal Code 3.06.

FORMAL SEALED BID
Contracts for goods, services, public improvements and personal services which are valued at or above $50,000 shall be awarded by the Council based on formal solicitations published by electronic advertisement on the City's website for a minimum of 10 consecutive days unless the proposed contract is for a public improvement valued at or above $125,000, at which time the solicitation shall also be published in a trade newspaper of general state-wide circulation.  Bids and proposals for these contracts will be requested in one of two ways:  
      1. By an “Invitation to Bid” (ITB); or 
      2. By a “Request for Proposal” (RFP).

The vendor sends a written bid or proposal in sealed packets to the City Recorder’s Office at City Hall on a given date and time. The contract is undertaken or awarded by formal action of the City Council. The bid is posted on www.cityofroseburg.org

INVITATION TO BID
An invitation to bid (ITB) is an invitation to contractors or equipment suppliers to submit a bid on a specific project, product, or service to be furnished. The contractor or supplier with the lowest responsible bid that meets the specifications is awarded the contract.

REQUEST FOR PROPOSALS
A request for proposal (RFP) is a method for requesting formal written proposals.  In the RFP process, contracts are awarded on the basis of established criteria specified in the RFP, such as contractor qualifications or product features, rather than price alone.  For some services, price may not be considered in selecting a proposal.  The formal sealed procedures that apply to bids by dollar value apply to RFPs as well. The RFP provides the potential supplier with information such as statement of work, time frame, specifications, and specific criteria to be used in evaluating a proposal.

REQUEST FOR QUALIFICATIONS
A request for qualifications (RFQ) is used for professional services when cost of service is expected to exceed $100,000, or services depend on the firm’s ability to identify and appropriately address the problem or issue.  RFQs are used to identify a set of criteria to be used in a competitive selection of professional services such as architects, engineers, lawyers, etc.