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Purchasing Policy
Informal Process
- Obtain quote(s) (written, telephone, or fax)
- Submit quote(s) with purchase requisition (PR) or write quote(s) on PR
- Write name of contact person on quote(s)
- Building construction bids $30,000 - $299,999 originate in purchasing to ensure minority participation
| Items | Amounts | Quotes | Contract |
|---|---|---|---|
| Apparatus, supplies, materials, and equipment |
< $5,000 |
Not needed |
Not required |
| Services, apparatus, supplies, materials, and equipment |
$5,000 - $89,999 |
Required | Not required |
| Professional services |
$5,000 - $49,999 |
Whenever possible |
Required if > $5,000 |
| Construction or repair work |
$5,000 - $299,999 |
Required | Required if > $5,000 |
Formal Process
- Advertise
- Bid meetings and/or pre-bid meetings
- Public opening of bids (can receive via fax if bonding not required)
- Apparatus, supplies, materials, and equipment optional bid deposit
- Construction bid deposit and performance bond requirement
- Minority participation mandated
- Bids recorded in minutes of agenda
- Contract in writing
- Awarded by City Council
| Items | Amounts | Quotes | Contract |
|---|---|---|---|
| Apparatus, supplies, materials, and equipment (Piggyback statute can be used) |
$90,000 | Required | Required |
| Professional services |
$50,000 | Whenever possible |
Required |
| Construction or repair work |
$500,000 | Required | Required |
- Contracts/quotes can not be divided to avoid bidding.
- Don't have to bid used equipment or state contracted items.
- Can "Piggyback" off of other contracts from governmental units. Requires special provisions.