Resolution 2025-08 - Laserfiche WebLink

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Exhibit 1 CITY OF LOUISVILLE PURCHASING POLICIES b) Provide specifications to identified vendors in writing by mail or email or verbally over the phone; c) Use the RFP process if the Department Director determines it appropriate for the project; d) Evaluate the quote/bid/proposal results and determine which quote/bid/proposal serves the City's best interests; e) Use the City -approved Contract form (Sample Independent Contractor Agreement); f) If purchase is greater than $9,999.99, submit the Purchase Requisition with quotes/bids/proposals to the Finance Department. If the recommended vendor has not submitted the low bid, ensure that there is adequate justification for the higher bid. If purchase is less than $10,000, the requesting department is responsible for maintaining documentation of informal quotes; g) The Finance Department issues the Purchase Order. COMPETITIVE BIDS FOR PROJECTS OVER $50,000 "Competitive/formal bidding" includes invitations to bid, requests for proposals (RFP), requests for qualifications (RFQ), and statements of qualifications (SOQ). All requests for competitive bids shall be published on the City's website at LouisvilleCO.gov and the City's official bidding web site at least fourteen (14) days prior to the date set for the opening of bids. Requests for bids may also be posted in any other website, publication or journal suitable for the item being purchased with the same fourteen (14) day requirement. Notices, general instructions, conditions, addendums, and specifications must be published in the same website(s), publication(s), or trade journal(s) where the original request for bid was posted. STEPS TO COMPLETE A COMPETITIVE BID: (unless otherwise stated, the responsibility for completing these steps falls on the requesting department) a) Develop specifications. Upon finalization of the specifications, determine any special requirements, such as bid, performance and payment bonds; insurance; retainage; and any special requirements the requesting department may need. See bonding and insurance requirements listed below; b) Prepare all bid documents required by the formal bid and public notice. All bid documents become public information upon completion of the bid opening, except that the City may determine not to disclose trade secrets or other confidential commercial, financial or personal information. Bid documents shall contain the following information: 9