Purchasing Threshold Information

The following process shall be followed on the quote requirements per threshold.

• Purchases up to $10,000: These are considered small purchases and may be made directly based on best value, provided the annual total does not exceed the small purchase threshold. Requirements should not be divided to avoid thresholds. Only one (1) quote is required. 
• Purchases between $10,001 and $50,000: Require a minimum of three (3) written quotes. These purchases can be completed via an informal Request for Quote (RFQ) process or by utilizing a cooperative contract if appropriate.
• Purchases between $50,001 and $100,000: Procurement staff may follow the formal Request for Quote Term process ($50,0001 - $100,000) through Vendor Self Service (VSS).
  
  • One-time (informal): One-time procurements valued at $100,000 or less may be purchased by obtaining three (3) quotes provided that: (a) annually, the total cost for such goods or services does not exceed $100,000, and (b) requirements are not artificially divided to avoid this or any other procurement thresholds.
  • Term (formal) Issued by Procurement: All term procurements within this dollar value must be competitively quoted through the Procurement Services Division. 
• Purchases exceeding $100,000: Require a formal solicitation process, such as a Request for Bid (RFB) or Request for Proposal (RFP), and approval by the City Council or City Manager as appropriate. Additionally, these purchases must ensure compliance with transparency and public posting requirements.

Note: Cooperative contracts may be used across all thresholds if they meet competitive selection and due diligence standards. The use of cooperative contracts requires proper documentation to demonstrate value and compliance with procurement policies. See City of Mesa Procurement Bulletin No. 9 – Use of Coop Contract Due Diligence, and Procurement Bulletin No. 11 – Request for Quote Process for additional details and instructions. 

Quoting Procedures

For purchases between $10,000 - $50,000: Departments may issue a Request for Quote (RFQ) and must obtain a minimum of three (3) written quotes.

• All vendors must receive the same information simultaneously, including:
  
  • Description of goods or services
  • Scope/specifications (e.g., min/max specs, sizes)
  • Quantity required
  • Delivery date (if applicable)
  • Due date and time for quotes
  • All applicable charges (e.g., shipping, taxes)
• Quotes must include:
  
  • Company identification
  • Date issued and expiration date
  • Quote/Proposal number
  • Detailed pricing, description of goods or services, shipping, and taxes
• The Quote Summary Form must be completed and submitted with the requisition and quotes.
• During the process, staff must not disclose price, delivery terms, or other sensitive information between vendors to maintain fairness.
• After procurement is complete, prices become public information under the City’s records request policy.

For purchases between $50,000 - $100,000: A formal RFQ may be required, coordinated through the Procurement Services Division, and executed via the City’s Vendor Self Service (VSS) system. Email records and other documentation of quotes and responses must be maintained and included with the purchase requisition or procurement records.

• Submit a RQM/RQS transaction in FIN/Advantage along with a completed Request for Bid Assistance form (Attachment #3) detailing requirements and specifications (Who, What, When, Where, How).
• Provide Procurement with a list of potential vendors/suppliers to notify.
• Procurement will collaborate with the department to prepare and distribute the quote, ensuring adequate response time for vendors.
• Quotes must include a response due date; late submissions will only be accepted if the closing date is extended.
• Awards will go to the lowest responsive and responsible quote, considering total cost of ownership (e.g., freight, warranties, maintenance).
• Procurement will review received quotes, share bid tabs with the department, and provide the Award Recommendation form for completion.
• Completed Award Recommendation form is returned to Procurement, and a final contract or agreement is created.
• Procurement issues a Master Agreement or Purchase Order, and the department handles vendor notification and contract administration.

Approved Sources

The Procurement Services Department has populated a list of approved contract sources on Pavilion to help control search results. Potential cooperative contracts include (listed in alphabetical order and not any preference): 

• 1Government Procurement Alliance (1GPA)
• Axia Cooperative
• BuyBoard Purchasing Cooperative
• Equalis Group
• GOVMVMT – Government Cooperative Purchasing Program
• Houston-Galveston Area Council (HGACBuy)
• Maricopa County
• Maricopa County Community Colleges (MCCCD)
• Mohave Arizona Cooperative
• Omnia Partners
• S.A.V.E. Group
• Sourcewell
• State of Arizona
• TIPS Purchasing Cooperative

Approved Vendors

The City of Mesa maintains vendor information through the Vendor Self Service (VSS) portal, managed by the Procurement Services Division. Vendors who wish to do business with the City must:

• Register through the VSS portal and provide all required documentation.
• Submit a current, signed, and dated W-9 tax form, including the Federal Identification Number (FID) or Social Security Number (SSN), as applicable​.
• Meet any specific requirements related to insurance or terms of engagement based on the procurement type.

Additional Requirements:

• Vendors are expected to comply with all local, state, and federal regulations. Any vendor found on restricted lists, such as the Excluded Parties List System (www.sam.gov), is ineligible for approval.
• The Procurement Services Division safeguards vendor information to prevent unauthorized changes. Updates to a vendor’s status, including name, tax identification number, or business type, require review and verification​.
• Vendors must ensure they remain in good standing and provide accurate, up-to-date information. A purchase order must be issued before vendors deliver goods or provide services​. 

How Pavilion Helps

Pavilion is a free resource available to the City of Brighton that makes it easy to find vendors and contracts that were awarded through cooperative agreement.

You can access Pavilion's How to Guide here!

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Cooperative Contract Due Diligence

Cooperative contracts simplify the procurement process, but City staff must exercise due diligence to ensure optimal use of City funds and the best value.

Purchases under $50,000: Cooperative contracts can be used without additional competitive quotes, provided sound business practices are followed to ensure value.

Purchases over $50,000: Departments must compare pricing from at least three cooperative contracts/vendors, when available, and submit a completed "Request to Use a Cooperative Contract" form with supporting documentation to Procurement Services for approval.

• $50,000 - $100,000: Requires Procurement approval.
• Over $100,000: Requires Council approval.

If you need help locating a contract or require assistance in obtaining pricing, please contact your Procurement Officer/Supervisor or Procurement Specialist in Procurement Services for guidance.

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