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4 | P a g e <br />City of Victoria Purchasing Policy <br />Adopted by the City Council 2015-04-13 <br />QUOTES <br />If a purchase is estimated to exceed $5,000 but not exceed $99,999, the purchase is to be made by <br />direct negotiation based upon quotations. If a purchase is made in this range, staff members are <br />required to obtain at least two quotes. These quotes should be in writing. If the quotes are not written, <br />the requestor who received the verbal quote must document the quote in writing. All such quotes must <br />be forwarded to the Finance Department with the purchasing documents. <br /> <br />EMERGENCY <br />Emergency situations may arise where the normal purchasing process cannot be followed for the <br />procurement of goods and services. An emergency means an unforeseen combination of circumstances <br />that calls for immediate action to prevent a disaster from developing or occurring. <br /> <br />Minnesota Statute §12.29 gives the Mayor the authority to declare a local emergency for up to three <br />days, which period may be extended by the City Council. During such an emergency, if authorized by <br />City Council, the City is not required to use the typically mandated procedures for purchasing and <br />contracts. During that time, the governing body may waive compliance with the prescribed purchasing <br />guidelines, including compliance with Minnesota Statute §471.345, Uniform Municipal Contracting Law. <br /> <br />Whenever possible the current purchasing policies and procedures should be followed even when an <br />emergency is declared, but as described above if the emergency requires speedy action essential to the <br />health, safety, and welfare of the community and if there has been an emergency declaration, the <br />standard purchasing policies and procedures can be waived in accordance with Minnesota Statute <br />§12.37. <br /> <br />REQUEST FOR PROPOSALS (RFP) <br />RFPs may be used to solicit proposals for professional services. Typical information to address in RFPs <br />includes: <br /> Background and scope of the project <br /> The project’s budget to ensure that the proposals stay within that range <br /> Proposal requirements should include adequate information to allow for proper review and <br />evaluation including: <br />o Description of firm and qualifications, including any specialized experience related to the <br />project <br />o A list of similar projects that the firm has completed <br />o Project timetables including: estimate of hours, breakdown by hours by phase, and the <br />City’s expectation of a completion date <br />o Designation of a firm principal who will be in charge of the project <br />o Résumés for all staff who will work on the project <br />o Statement that either no subcontractors are allowed or that all subcontractors will be <br />identified and are subject to the City’s approval <br />o Estimate of cost to provide the service, outline of fee schedule and payment schedule <br />o Description of City’s selection process <br />o City’s evaluation criteria, which typically may include: <br /> Quality and thoroughness of the proposal <br /> Similar past experience and/or experience <br /> References <br /> Cost estimate <br />o The following statement must be included: “The City reserves the right to reject any and <br />all proposals, waive all technicalities and accept any proposal deemed to be in the City’s <br />best interest.” <br />o Submittal deadline: date, time, project name, and addressee