Resolution 2012-52 - Laserfiche WebLink

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CL ITY OF OUISVILLE PP URCHASING OLICIES If over $50,000 (or a project that is not in the approved annual budget), advise the City Managers Office that the item needs to go on the City Council agenda and prepare a City Council item listing the preferred vendor and justification. g)Use City Attorney approved contracts and insurance and bond requirements; h)Upon the City Managers/City Councilsaward of bid, notify all bidders of the results; i)Obtain signatures on all contracts; j)Complete Purchase Requisition and forward to the Finance Department; k)Finance Department issues a Purchase Order; l)Notice of final payment and settlement is published by the Department two (2) times in the newspaper for all improvement projects, with the second notice to be published no later than ten (10) days before final payment is made (over $50,000). (unless otherwise stated, the STEPS TO COMPLETE A REQUEST FOR PROPOSAL: responsibilityfor completing these stepsfalls on the requesting department) a)Develop project information, determine any special requirements, such as performance and payment bonds; insurance; retainage; and any special requirements the requesting department may need. See bonding and insurance requirements listed below; b)Prepare the request for proposal. All documents become public information upon completion of the proposal opening, except that the City may determine not to disclose trade secrets or other confidential commercial, financial or personal information. Request for Proposals shall contain the following information: Where the bidder can obtain information; Proposal submittal deadline; Date, time and location of RFP openings (only a list of the proposals will be made available until such time as all proposals can be evaluated); Any bond or insurance requirement; Any special requirements; A statement to the effect that the City reserves the right to reject any and all proposals, and to accept the proposal 12