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Page 4 of 8 <br />means not only financial responsibility but also integrity, skill, and the <br />likelihood that the bidder will perform faithful and satisfactory work. <br />3.2.5 Cooperative purchasing contracts provide an opportunity for the City <br />to purchase goods and services at reduced costs. Employees do not <br />need to obtain bids if a purchase is made through the State of MN <br />Cooperative Purchasing Venture (CPV) or through a national municipal <br />association purchasing alliance or a cooperative created by a joint <br />powers agreement (of which the City is a member) that purchases <br />items from more than one source on the basis of competitive bids or <br />quotations that complies with State Statute 471.345, Subd. 15. <br />4 APPROVAL OF GOODS /SERVICES AND AUTHORIZATION OF PAYMENT <br />4.1 Upon receipt of the invoice the Department Head/Designee shall: <br />•Write “OK to Pay” and initial the invoice; <br />•Attach a copy of the quote; <br />•Load the receipt into MiViewPoint (MVP) along with all other supporting <br />documentation. Note: IC 134 forms are required before the City can make <br />final payment for construction contracts. This form should be retained by <br />Department responsible for contract. <br />•Code to the appropriate account. NOTE: Charging a purchase to a different <br />account because funds do not exist in the correct account or the account <br />is over budget is Not Allowed. (i.e. Office supply budget is depleted, but <br />copy paper is needed – the invoice still must be coded and charged to the <br />Office Supply account.); and approve in MVP. This will send the invoice <br />through to Finance. <br />•Submit to the Finance Department. Invoices and supporting <br />documentation will be scanned saved in the City’s Record Management <br />System and retained according to the City’s Record Retention schedule. <br />4.2 Finance shall review the invoice for correctness and compliance with the City <br />purchasing policy and include the payment on the list of bills for Council <br />approval in a timely manner and then file the invoice and payment (check) <br />accordingly. <br />4.3 The City Council shall appoint a Deputy Treasurer. The Deputy Treasurer shall <br />be authorized to approve and sign purchases in the absence of the City <br />Administrator and shall follow the policy and procedures set forth herein. <br />4.4 Department Heads shall designate, in writing, employees within their <br />respective departments that are authorized to issue and sign invoices for the <br />Department. The Department Heads shall be responsible for ensuring that the <br />designated person knows and understands the City’s purchasing policy and <br />that the designee acts in accordance with the policy.