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<br />2 <br />216348v2 <br /> <br />Purpose <br /> <br />In order to have consistency and uniformity in the purchasing practices of the City, it is essential for <br />those authorized to purchase goods or services to have a clear understanding of the purchasing <br />policy and its requirements. <br /> <br />The following information is intended to serve as a guide for purchasing practices. <br /> <br />This purchasing policy was created to: <br /> <br />• Clarify and reconcile the complex requirements of state and federal purchasing <br />law, various departmental procedures, and the finance department processes. <br />• Provide a comprehensive resource book for staff to be effective and efficient when <br />making purchases. <br />• Standardize purchasing and payment methods to expedite the purchasing process. <br />• Assure the City Council and City Manager that adequate controls over purchasing are well <br />established and adhered to. <br /> <br />The standards in this policy are minimum standards to ensure fiscal responsibility. Departments may <br />set more restrictive procedures to meet their own budgetary accountability. <br /> <br />Quick Reference Guide <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />Value of Purchase Quotations Needed Payment Request Options Approvals Needed Prior to Purchasing <br />Less than $2,000 Pursue an open- <br />market best price <br />purchase <br />Credit Card <br />Charge Account <br />Check Request <br />Department <br />Finance <br />City Manager <br />City Council <br />X <br />$2,000-$9,999 Pursue an open- <br />market best price <br />purchase <br />Check Request Department <br />Finance <br />City Manager <br />City Council <br />X <br />$10,000-$25,000 Two written <br />quotes or RFPs, <br />when possible, <br />Otherwise <br />pursue an open <br />market best <br />purchase. <br />Check Request Department <br />Finance <br />City Manager <br />City Council <br />X <br />X <br />X <br />$25,001-$174,999 Two written quotes <br />or RFPs, when <br />possible. <br />Otherwise pursue <br />an open market <br />best purchase. <br />Check Request Department <br />Finance <br />City Manager <br />City Council <br />X <br />X <br />X <br />X <br />Greater than <br />$175,000 <br />Sealed Bids Check Request Department <br />Finance <br />City Manager <br />City Council <br />X <br />X <br />X X