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2. In the instance where quotes were required, they should be attached. D. The source of funding and applicable expenditure code for the respective purchase. E. The purchase order shall be completed and signed prior to the respective purchase. A memorandum or electronic correspondence (such as email) that provides the same level of detail as a purchase order may be substituted in the purchasing process. UNIFORM MUNICIPAL CONTRACTING LAW The City will follow procedures as set forth in Minnesota Statute 471.345. Purchases should not be separated into smaller components in order to eliminate an authorization threshold requirement. Labor and materials may be separated to properly calculate sales tax. For the purchase of supplies, materials or equipment estimated to exceed $25,000, the City must consider the availability, price, and quality of the supplies, materials, or equipment available through the State of Minnesota’s cooperative purchasing venture (CPV) before purchasing through another source. The finance department will keep a list of all allowable CPV’s on file. Purchasing Guidelines Purchases up to $1,000 If the amount of the purchase is estimated to be less than $1,000, the purchase does not require quotations. Purchases over $1,000 and up to $10,000 If the amount of the purchase is estimated to be between $1,001 and $10,000, the purchase may be made through a cooperative purchasing agreement with another government entity or consortium. Quotes are optional and can be made on the open market and verbal. All quotations obtained should be documented and kept on file for a period of at least one year after their receipt. Purchases over $10,000 and up to $25,000 If the amount of the purchase is estimated to be between $10,001 and $25,000, the purchase may be made either upon quotation or a cooperative purchasing agreement with another government entity or consortium. If the purchase is made upon quotation it shall be based, so far as practicable, on at least two quotations of same or similar of comparable quality. All quotations obtained shall be kept on file for a period of at least one year after their receipt. Purchases over $25,000 and up to $100,000 If the amount of the purchase is estimated to exceed $25,000 but not to exceed $100,000, the purchase may be made either upon sealed bids or by direct negotiation, by obtaining two or more quotations for the purchase when possible, and without advertising for bids or otherwise complying with the requirements of competitive bidding. Products or services quoted shall be the same or similar and of comparable quality from each vendor. The City must consider the availability, price and qualify of supplies, materials or equipment available through the state’s cooperative purchasing venture before purchasing from another source. All quotations obtained shall be kept on file for a period of at least one year after their receipt. 22