4.7. SR 04-07-2014 - Laserfiche WebLink

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Purchase Process Approving Notes Level Required Authority • Written quotes are not required,but verbal quotes are recommended. Department Less than •At the point of sale,the receipt must be signed by the individual Director or $5,000 Designee purchasing the item.•The receipt/invoice must also be signed and coded by the department director • When there is more than one feasible source of supply for an item,the city shall request written price quotations from at least two $5,000- Purchase Order/ Department sources and shall place the order at the lowest price quoted,provided $2244,,99 99 Quotes Director the items are of comparable quality. • Quote information should be attached to the purchase order. •When there is more than one feasible source of supply for an $25,000- City item,the city shall request written price quotations from at least two $49,999 P.O./Quotes Administrator sources and shall place the order at the lowest price quoted,provided the items are of comparable quality. • Quote information should be attached to the purchase order. • Check the availability of an item through a cooperative purchasing program before obtaining quotes. $50,000- Council City Council •When there is more than one feasible source of supply for an $100,000 Approval item,the city shall request written price quotations from at least two sources and shall place the order at the lowest price quoted,provided the items are of comparable quality. Bids/Cooperative • There are three processes available that would satisfy statutory Above$100,000 City Council requirements for purchases above$100,000.(See"Purchases Agreements Exceeding$100,000"section below for more details. Note:EDA/HRA staff will follow the purchasing policies but seek approval from their respective boards. Purchases Exceeding$100,000 There are three processes available that would satisfy statutory requirements for purchases that are above $100,000: 1. Purchases through Cooperative Purchasing Organizations: The city is a member of various cooperative purchasing organizations 2. Purchases Made Outside of the Cooperative Bidding Process: If the amount of the contract is estimated to exceed$100,000, and funds are appropriated within the current operating budget or capital improvement program, sealed bids shall be solicited by public notice at least 10 calendar days before scheduled bid opening following preparation of bid specifications as authorized by the City Council. The successful bid is to be awarded by the City Council to the lowest responsible bidder.(Minnesota Statutes 471.345) 3. Non-Competitive Supplies or Equipment: If the city is purchasing a product or service which is available from only one source,the acquisition will be made in the same fashion as a purchase between$50,000 and $100,000 except that no other quotes are required. Exceptions to Competitive Bidding The following are some of the more common exceptions to the competitive bidding requirements: • Contracts less than$100,000 • Cooperative purchasing organizations • Intergovernmental contracts Financial Management Policies Page 18