R19-3-532. Solicitation – Request for Quotation

A. A request for quotation shall be issued for purchases estimated to exceed $10,000 but less than that specified in A.R.S. § 41- 2535. The procurement officer shall include the following in the solicitation: 1. Offer submission requirements, including offer due date and time, where offers will be received, and offer acceptance period; 2. Any purchase description, specifications, delivery or performance schedule, and inspection and acceptance requirements; 3. The minimum information that the offer shall contain; 4. Any evaluation factors; 5. Whether negotiations may be held; 6. Any contract options including renewal or extension; 7. The uniform terms and conditions by text or reference; and 8. Any other terms, conditions, or instructions specific to the procurement. B. The procurement officer shall issue the request for quotation by distributing the request for quotation to a minimum of three small businesses registered on the prospective suppliers list. C. The request for quotation shall include a statement that only a small business, as defined in R19-3-501, shall be awarded a contract, unless any of the following apply: 1. The purchase has been unsuccessfully competed under subsection (B), including failure to obtain fair and reasonable prices; 2. The procurement officer has made a written determination that less than three small businesses are registered on the prospective suppliers list, or 3. The procurement officer has made a written determination prior to issuing a request for quotation that restricting the procurement to small business is not practical under the circumstances.