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The purchasing agent must obtain a firm price prior to submitting for approval. The <br />responses must be documented on the purchase requisition. Purchases between <br />$5,000.01 and $25,000.00 will include verification that the budget has authorized the <br />purchase and/or sufficient funds are available. All purchases between $5,000.01 and <br />$25,000.00 will include a purchase requisition signed by the department representative <br />authorizing the purchase. <br />In the event the purchase was not authorized in the budget and/or the funds are not <br />available the department representative will cancel the purchase requisition. Otherwise, <br />the purchase requisition will include the quotes, the verification of funds and <br />documentation of consideration for any of the following; cooperative purchasing, used <br />versus new, made in the USA, economic, environmental and social factors. The <br />department representative will submit the signed purchase requisition, the quotations, the <br />verification of funds and the considerations to the city administrator. The city <br />administrator will submit the purchase recommendation to the city council. Upon <br />approval of the city council, the city administrator will sign the purchase requisition. <br />1..7.11 PURCHASING BETNVEEN $25,000.01 AND $50,000.00 <br />If the contract cost is expected to exceed $25,000.00 but not to exceed <br />$50,000.00, the city can choose to use either the competitive bidding process or make the <br />contract by direct negotiation. If direct negotiation is used, the city must get at least two <br />quotations and keep them on file for at least one year. For purchases estimated to exceed <br />$25,000.00 the city is mandated by law to consider the availability, price, and quality of <br />supplies, materials, or equipment available through the state cooperative purchasing <br />venture before buying through another source. A minimum of two price quotes are <br />required if the state cooperative purchasing venture cannot be utilized. The price <br />quotations should be obtained in writing. The purchasing agent must obtain a firm price <br />prior to submitting for approval. The responses must be included and be documented on <br />the purchase requisition. Purchases between $25,000.01 and $50,000.00 will include <br />verification that the budget has authorized the purchase and/or sufficient funds are <br />available. All purchases between $25,000.01 and $50,000.00 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; cooperative purchasing, used versus new, <br />economic, environmental and social factors. The department representative will submit <br />the signed purchase requisition, the quotations, the verification of funds and the <br />considerations to the city administrator. The city administrator will submit the purchase <br />recommendation to the city council. Upon approval of the city council, the city <br />administrator will sign the purchase requisition. <br />1.7.12 PURCHASING EXCEEDING $50,000.00 <br />The city will use the competitive bidding process in compliance with the uniform <br />municipal contracting law for certain contracts estimated to cost over $50,000.00. <br />Page 5 of 8 <br />City of Lake Elmo Purchasing Policy <br />Adopted .Tune 5, 2012 <br />