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<br /> <br /> <br />Purchase <br />PurchaseProcessApproving <br />Notes <br /> Level Required Authority <br /> ● Written quotes are not required, but verbal quotes are <br />recommended. <br />Department <br />Less than ● At the point of sale, the receipt must be signed by the individual <br />Director or <br /> $5,000purchasing the item. <br />Designee <br /> ● The receipt/invoice must also be signed and coded by the <br />department director <br /> ● When there is more than one feasible source of supply for an <br />item, the city shall request written price quotations from at least two <br />$5,000 -Purchase Order/Department <br />sources and shall place the order at the lowest price quoted, provided <br />$24,999QuotesDirector <br />the items are of comparable quality. <br /> ● Quote information should be attached to the purchase order. <br /> ● When there is more than one feasible source of supply for an <br />item, the city shall request written price quotations from at least two <br />$25,000 -City <br />P.O./Quotessources and shall place the order at the lowest price quoted, provided <br />$49,999 Administrator <br />the items are of comparable quality. <br /> ● Quote information should be attached to the purchase order. <br /> ● Check the availability of an item through a cooperative purchasing <br />program before obtaining quotes. <br />$50,000 -Council ● When there is more than one feasible source of supply for an <br />City Council <br />$100,000Approvalitem, the city shall request written price quotations from at least two <br />sources and shall place the order at the lowest price quoted, provided <br />the items are of comparable quality. <br /> ● There are three processes available that would satisfy statutory <br />Bids/Cooperative <br />Above $100,000City Councilrequirements for purchases above $100,000. (See "Purchases <br /> Agreements <br />Exceeding $100,000" section below for more details.) <br />Note: EDA/HRA staff will follow the purchasing policies but seek approval from their respective boards. <br /> <br />Purchases Exceeding $100,000 <br />There are three processes available that would satisfy statutory requirements for purchases that are <br />above $100,000: <br /> <br />1.Purchases through Cooperative Purchasing Organizations: <br />The city is a member of various cooperative purchasing organizations <br /> <br />2.Purchases Made Outside of the Cooperative Bidding Process: <br />If the amount of the contract is estimated to exceed $100,000, and funds are appropriated <br />within the current operating budget or capital improvement program, sealed bids shall be <br />solicited by public notice at least 10 calendar days before scheduled bid opening following <br />preparation of bid specifications as authorized by the City Council. The successful bid is to <br />be awarded by the City Council to the lowest responsible bidder.(Minnesota Statutes <br />471.345) <br /> <br />3.Non-Competitive Supplies or Equipment: <br />If the city is purchasing a product or service which is available from only one source, the <br />acquisition will be made in the same fashion as a purchase between $50,000 and $100,000 <br />except that no other quotes are required. <br />Exceptions to Competitive Bidding <br />The following are some of the more common exceptions to the competitive bidding requirements: <br /> <br /> <br />Contracts less than $100,000 <br /> <br /> <br />Cooperative purchasing organizations <br /> <br /> <br />Intergovernmental contracts <br /> <br /> <br />Noncompetitive supplies and equipment <br /> <br /> <br />Real estate purchases <br />Financial Management Policies Page 18 <br /> <br />