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<br />• Using their position or status in the City to directly or indirectly solicit business of any <br />kind for private use or to obtain supplies and equipment at special discounts or with special <br />concessions from any vendor who sells or solicits sales to the City. <br /> <br />6.0 Purchasing – Standards and Methods <br />Department heads will be accountable for the purchasing done within their departmental budgets. <br />Department heads may not code expenditures to other departmental budgets unless authorized. <br />Furthermore, requests cannot be made for items outside the budget except under special <br />circumstances related to the following: <br />• Emergency repairs and equipment replacement. <br />• Unforeseen and incidental expenses, which can be related to a Council approved project <br />and Council approved Capital Equipment purchase. <br /> <br />In general, each department shall make purchases suited to the needs of the City. Purchases will <br />not be separated into smaller purchasing components in order to eliminate a threshold <br />authorization requirement. To facilitate a sound and cost-effective purchasing operations, City <br />departments shall follow one of the following procurement methods: <br /> <br />Amount of <br />Purchase <br />Type of Quote <br />Required <br />Prior <br />Approval <br />Required By <br />Purchase Order <br />Required <br />Under $1,000 None None No <br />Between $1,000 - <br />$5,000 <br />Two quotes <br />preferred <br />Department <br />Head <br />No <br />Between $5,000 - <br />$10,000 <br />Two quotes <br />preferred <br />City <br />Administrator <br />and Finance <br />Officer <br />Yes <br />Over $10,000 <br />up to $25,000 <br />Two quotes <br />required <br />City Council No, <br />City Council <br />Approval <br />$25,000 up to <br />$175,000 <br />Sealed bids <br />optional or two <br />quotes required <br />City Council No, <br />City Council <br />Approval <br />Over <br />$175,000 <br />Sealed bids <br />required <br />City Council No, <br />City Council <br />Approval <br /> <br />6.1 Direct Negotiation <br />Contracts from $25,000 up to $175,000 can be let on sealed bids or direct negotiation, with a <br />minimum of two quotations whenever possible. If the contract is let on direct negotiation, the <br />quotations must be kept on file for a year. <br /> <br />6.2 Sealed Bids <br />Contracts from $25,000 up to $175,000 can be let on sealed bids or direct negotiation. <br />Furthermore, Cities with populations of 2,500 or more must use the sealed bid process for <br />contracts estimated to exceed $175,000. <br />