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A reasonable and adequate number of price checks or quotes should be made by phone, personal inspection, discussions with vendors, etc., to ensure the highest quality product or service is obtained for the least cost to the procuring entity. B INTERMEDIATE PROCUREMENT ($5,000 - $24,999) Procurement is accomplished by obtaining three written price quotes, when possible, or through informal negotiation if the item or service is expected to cost less than $24,999. If the actual cost exceeds $24,999, then the procurement must go to formal procurement, as outlined in section D below. Files shall contain documentation of competition. No advertising is required but all procurement shall be evidenced by a written agreement embodying all provisions and conditions of the procurement. This requirement for written agreement may be met through preparation of a letter on municipality or vendor letterhead, signed by the vendor or appropriate elected and/or appointed official or representative, stating such conditions and terms as price, number of units or purchase (e.g.: ea., cs., bx., etc.) or product, delivery date or when service is to begin, point of delivery, specifications, etc. Any price quotes warranties, guaranties, certifications or contracts shall be attached and filed. C. FORMAL PROCUREMENT (REQUIRED OVER $25,000) Formal Procurement includes the acquisition of commodities or securing services that are expected to cost $25,000 or more, and requires formal advertising and submission of competitive sealed bids, sealed proposals, or competitive negotiation. Sealed bids are publicly solicited and a firm-fixed-price contract (lump sum or unit price) is awarded to the responsive bidder who conforms to or exceeds all material requirements, terms and conditions of the invitation for bids, and presents the lowest reasonable price that meets requirements and needs. Sealed Bidding shall be used unless the county's purchasing manager certifies in writing that sealed bidding is not practicable or advantageous, in which case procurement shall be based on sealed proposals, or on competitive negotiation when required by Florida Statutes. The technique of competitive negotiation is normally conducted with more than one source submitting a proposal for services with either a fixed-price or cost-reimbursement type contract awarded. It is generally used when conditions are not appropriate for the use of sealed bids or proposals indicating fees. Florida Statutes shall determine the manner in which such negotiations are performed and the types of contractual 6