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guidelines set forth in the uniform municipal contracting law (competitive <br />bidding law) and utilize the competitive bidding process for certain contracts. See section: <br />1.8 Competitive Bidding Requirements <br />1.7.1 General Purchasing Requirements <br />Whether or not competitive bids are necessary, all normal purchasing (except purchasing <br />with other price agreements or purchasing that comes out of petty cash funds) will adhere <br />to the following requirements: Purchasing requirements allow council to audit all bills for <br />materials, supplies, and services. <br />107.2 Obtaining Quotes <br />A previous quote may be used if the purchase requisition meets the following <br />criteria: The total dollar value does not exceed the purchase agent's delegated authority, <br />the re -order is within six months of the original purchase requisition order date, the city <br />need is for the exact same items and quantities, shipping costs remain the same, terms <br />and conditions remain the same as the original purchase requisition and the prices <br />remain the same, or lower, than the original purchase requisition. The purchasing agent <br />may contact the vendor to request pricing, terms and conditions. if agreed upon, the <br />purchasing agent may issue a purchase requisition without obtaining additional quotes. <br />This reordering option may occur once in relation to an original order. The original <br />requisition number should be referenced on the reorder. <br />1.7.3 Emergencies <br />Under Minnesota's Emergency Management Act, the city is given authority to enter into <br />contracts without following normally required procedures. The governing body may <br />waive compliance with the time-consuming procedures that concern: the performance of <br />public work, contracting, incurring obligations, employing temporary workers, renting <br />equipment, purchasing supplies and materials, limitations on tax levies and the <br />appropriation and expenditure of public funds (uniform municipal contracting law). <br />1.7.4 Preparing a Purchase Requisition <br />The department or person needing the item should prepare a purchase requisition form. <br />The form should include a description of the product, quantity, applicable specifications, <br />and any similar information. The form should include the verification of funds. The <br />form should include the quotes specified in the format designated by the purchasing <br />requirement outlined below. <br />1.7.5 Verification of Funds <br />After submission of the purchase requisition for approval, the delegated department <br />representative is responsible for verifying whether the budget has authorized the purchase <br />and if sufficient fonds are available. <br />Page 3 of 8 <br />City of Lake Elmo Purchasing Policy <br />Adopted June 55 2012 <br />