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1. 7.6 Cancelling the Purchase Requisition <br />The delegated department representative <br />if the budget does not allow the purchase <br />should cancel the purchase requisition <br />or if funds are not available. <br />1.7.7 Fill Approval Process <br />After completing these steps proceed to acquire the requested item or service. The council <br />and/or city administrator must approve unless the person has the proper authority to <br />make the purchase on behalf of the city council pursuant to city and state laws and <br />policies. <br />1.7.5 PURCHASING AT OR BELOW $2,500.00 <br />A minimum of one price quote is required and can be obtained via telephone, facsimile, in <br />writing, e-mail, and website or at the transaction in a retail store. Purchasing agent or end <br />user must obtain a price prior to issuing an order. All purchases at or below $2,500.00 <br />will include verification that the budget has authorized the purchase and/or sufficient <br />funds are available. All purchases at or below $2,500.00 will include a purchase <br />requisition signed by the department representative authorizing the purchase. In the event <br />the purchase was not authorized in the budget and./or the funds are not available the <br />department representative will cancel the purchase requisition. Otherwise the purchase <br />requisition will include the quotes, the verification of funds and documentation of <br />consideration for any of the following that apply: cooperative purchasing, used versus <br />new, made in the USA, economic, environmental and social factors. <br />1.7.9 PURCHASING BETWEEN $2,500.01 AND $5,000.00 <br />A minimum of two price quotes are required and can be obtained via telephone, facsimile, <br />e-mail, website or in writing. Purchasing agent must obtain a firm price prior to submitting <br />for approval. The responses must be documented on the purchase requisition. Purchases <br />between $2,500.01 and $5,000.00 will include verification that the budget has authorized <br />the purchase and/or sufficient funds are available. All purchases between $2,500.01 and <br />$5,000.00 will include a purchase requisition signed by the department representative <br />authorizing the purchase. In the event the purchase was not authorized in the budget <br />and/or the funds are not available the department representative will cancel the purchase <br />requisition. Otherwise, the purchase requisition will include the quotes, the verification of <br />funds and documentation of consideration for any of the following that apply: cooperative <br />purchasing, used versus new, made in the USA, economic, environmental and social <br />factors. The department representative will submit the signed purchase requisition, the <br />quotations, the verification of funds and the considerations to the city administrator for <br />signature and approval. <br />1.7.10 PURCHASING BETWEEN $5,000.01 AND $25,000.00 <br />If the contract is expected to be $25,000.00 or less, the council has discretion to make the <br />contract by obtaining quotes or it may simply buy or sell the item on the open market. If <br />the council chooses to obtain quotes, it must obtain at least two quotes and keep them <br />on file for at least one year. A minimum of two price quotes are required and <br />should be obtained in writing. <br />Page 4 of 8 <br />City of Lake Elmo Purchasing Policy <br />Adopted June 5, 2012 <br />