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3 | P a g e <br />City of Victoria Purchasing Policy <br />Adopted by the City Council 2015-04-13 <br />IV. Purchasing Process <br /> <br />The City of Victoria has a decentralized purchasing program where individual departments are <br />responsible for making their own purchases. There are a few exceptions including supplies maintained <br />in the office supply closet, paper, and stationery products, and modular furniture and chairs. The <br />Administrative Assistant will assist staff members who need help with research or purchase of items in <br />cases where staff are not familiar with particular products. <br /> <br /> Determine the need for commodities or services. <br /> Research the cost of the purchase and determine proper purchasing alternative. <br /> Determine the appropriate account coding and whether there is sufficient funds available in that <br />budget line item. <br /> Forward request to department director or designee for approval. If the purchase exceeds <br />$5,000, City Manager approval is required. If the purchase exceeds $10,000, City Council <br />approval is required. <br /> Department director forwards request for payment with invoice to the Finance Department for <br />approval and input into financial accounting system. <br /> Finance produces claims roster for approval by City Council. <br /> Payment is made by the Finance Department. <br /> <br />V. Purchasing Alternatives <br /> <br />SEALED BIDS <br /> A formal sealed bid procedure is required for all purchases in excess of $100,000 except for <br />professional services. <br /> A published notice of bid is required in the official City newspaper at least seven days in advance <br />of bid opening. The published notice must state where the plans and specifications can be <br />obtained by bidders and specifically, where the bid opening will be held. The notice may also be <br />published on the City’s official web site; however, this publication is in addition to the official <br />newspaper publication. <br /> All bid openings are to be administered by originating department. <br /> The preparation of all specifications are to be the responsibility of the originating department. <br /> Required authorization for all plans and specifications is the responsibility of the originating <br />department. <br /> The City Council must formally approval the bid contract. <br /> <br />STATE, COUNTY, AND OTHER COOPERATIVE PURCHASING CONTRACTS <br />The City of Victoria participates in the State of Minnesota Cooperative Purchasing Venture (CPV). This <br />enables participants to buy goods and services at a reduced cost under the terms of contracts already <br />negotiated by the State of Minnesota. <br /> <br /> The Finance Department has access to the releases and listings of products/services that can be <br />purchases on state contract. <br /> If it is determined that a product/service is on a state contract, vendors should be told that the <br />purchase will be made using that contract. When completing the purchasing paperwork, note that <br />the purchase is per state contract and indicate the contract number. <br /> <br />