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CL <br />ITY OF OUISVILLE <br />PP <br />URCHASING OLICIES <br />b)Mail a copy of specifications to identified vendors; <br />c)Use the RFP process if Department Director determines it appropriate <br />for the project; <br />d)Post a copy of specifications/RFP to the Citys official website <br />www.LouisvilleCO.gov and send to any other appropriate web sites; <br />e)Evaluate the bid/proposal results and determine which bid/proposal <br />serves the Citys best interests; <br />f)Use the City-approved Contract form (Appendix G); <br />g)Initiate a Purchase Requisition; <br />h)Submit the Purchase Requisition and quotes to the Finance <br />Department. If the recommended vendor has not submitted the low <br />bid, ensure that there is adequate justification for the higher bid; <br />i)The Finance Department issues the Purchase Order. <br />COMPETITIVE BIDS FOR PROJECTS OVER $25,000 <br />Competitive/formal bidding includes invitations to bid, requests for proposals (RFP), <br />requests for qualifications (RFQ), and statements of qualifications (SOQ). <br />All requests for competitive bids shall be published at least two (2) times in a <br />newspaper of general circulation in the City. The last publication shall not be <br />more than twenty (20) days or fewer than fourteen (14) days prior to the <br />date set for the opening of bids. Such notice may also be publis <br />publications of limited circulation or trade journals. In addition to <br />publication, the formal bid must be posted on the Citys web site at <br />www.LouisvilleCO.gov,and may be posted on other web sites. <br />Notices, general instructions, conditions and specifications are not required <br />to be published and maybe mailed or emailed to identified vendors, and <br />may be posted on the Citys web site. <br /> (unless otherwise stated, the <br />STEPS TO COMPLETE A COMPETITIVE BID: <br />responsibility for completing these steps falls on the requesting department) <br />a)Develop specifications. Upon finalization of the specifications, <br />determine any special requirements, such as bid, performance and <br />payment bonds; insurance; retainage; and any special requirement <br />the requesting department may need. See bonding and insurance <br />requirements listed below; <br />b)Prepare all bid documents required by the formal bid and public <br />notice. All bid documents become public information upon <br />completion of the bid opening, except that the City may determine <br />not to disclose trade secrets or other confidential commercial, <br /> 10 <br />