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CL ITY OF OUISVILLE PP URCHASING OLICIES CONTENTS OBJECTIVE ....................................................................................................................................................................................... 4 USE OF POLICY .............................................................................................................................................................................. 4 SECTION I DEFINITIONS ...................................................................................................................................................... 4 SECTION II PURCHASING LEVELS ................................................................................................................................... 6 SECTION III PURCHASE REQUISITIONS ...................................................................................................................... 7 Types of Purchase Requisitions ..................................................................................................................................... 7 Petty Cash Requisitions ...................................................................................................................................................... 7 Purchase Requisitions ......................................................................................................................................................... 7 SECTION IV PURCHASE ORDERS ..................................................................................................................................... 8 Exempt Items ............................................................................................................................................................................. 8 Purchase Order Amendments ......................................................................................................................................... 8 SECTION V BIDDING ............................................................................................................................................................... 9 Types of Bids.............................................................................................................................................................................. 9 Informal Bids/Quotes/Proposals for projects under $25,000 .......................................................................... 9 Competitive Bids for projects over $25,000 ............................................................................................................ 10 Bonding Requirement ........................................................................................................................................................ 14 Examples of Bonds ............................................................................................................................................................... 14 Insurance Requirement .................................................................................................................................................... 15 Bidder List and Bid Evaluation.....................................................................................................................................16 State and Other Allowed Bids ........................................................................................................................................ 16 Annual Contracts...................................................................................................................................................................16 Integrated Project Delivery Contracting Process (Design-Build) ............................................................ 17 SECTION VI SOLE SOURCE PURCHASES, LOCAL VENDOR PURCHASES AND ETHICS ...................... 18 Sole Source Purchases ....................................................................................................................................................... 18 Purchase in the Amount of $2,500 to $9,999 .......................................................................................................... 18 Purchase in the Amount of $10,000 or more .......................................................................................................... 18 Local Vendor Preference .................................................................................................................................................. 18 Ethics in City Contracting.................................................................................................................................................19 SECTION VII PURCHASING DURING EMERGENCY OR DISASTER CONDITIONS .................................. 20 SECTION VIII RECEIVING PROCEDURES AND CHECK REQUESTS...............................................................21 Receiving Procedures ......................................................................................................................................................... 21 Check Requests ...................................................................................................................................................................... 21 SECTION IX DISPOSAL OF SURPLUS PROPERTY .................................................................................................. 22 Policy ............................................................................................................................................................................................ 22 Procedure..................................................................................................................................................................................23 SECTION X PURCHASING CARD PROGRAM ............................................................................................................. 24 Card Issuance .......................................................................................................................................................................... 24 Limitations and Restrictions .......................................................................................................................................... 24 Lost or Stolen Cards ............................................................................................................................................................. 24 Reconcilement and Payment ......................................................................................................................................... 25 Disputed or Fraudulent Charges.................................................................................................................................. 25 Sales and Use Tax..................................................................................................................................................................25 Loss of Privileges................................................................................................................................................................... 25 SECTION XI PURCHASING RULES FOR SPECIFIC EQUIPMENT.....................................................................27 Hardware and Software .................................................................................................................................................... 27 Copiers........................................................................................................................................................................................27 SECTION XII APPENDICES ................................................................................................................................................. 28 Appendix A: Petty Cash Requisition........................................................................................................................... 29 Appendix B: Check Request Form...............................................................................................................................30 Appendix C: Receipt of Goods Form ........................................................................................................................... 31 Appendix D: Asset Disposal Form...............................................................................................................................32 Appendix E: Sample Request for Proposals .......................................................................................................... 33 Appendix F: Sample Request for Qualifications..................................................................................................40 2