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PAGE FOUR <br />SUBJECT:DISCUSSION –UPDATE OF PURCHASINGPOLICIES <br />DATE:JULY 10, 2012 <br />Local Vendor Preference <br />As deemed appropriate solely within the <br />The policies retain a local vendor preference as follows: <br />discretion of the City, bids may be awarded to local vendors providing the proposal or quote is <br />within 5% or $1,000 (whichever is less) of the lowest bid <br />. This is an increase from the current <br />policy of 5% or $500, and is intended to allow more local purchases. <br />More detailed list of steps for bidding/contracting <br />The proposed version contains a detailed list of requirement elements to assist staff in completing <br />a competitive bid process including Requests for Proposals (RFPs), Requests for Qualifications <br />(RFPs), and Statements of Qualifications (SOQs). <br />Addition of the Purchasing Card Program <br />The City has an established purchasing card program; however, the program guidelines were not <br />included in the previous Purchasing Policies. The addition ofthis information is just to formalize the <br />existing program in the Policies. The program already has in place a number of restrictions on how <br />and where the cards may be used, including: <br />A credit limit is set on each card. There also is a single transaction limit placed on the card, <br />which means the card will be declined if the cardholder attempts to purchase more than this set <br />amount at one time. A purchase may not be split to avoid the single transaction limit. <br />The Purchasing Card Program also allows for Merchant Category blocking. The only Merchant <br />Category that is blocked is “Other” which includes gambling, casinos, bowling alleys and some <br />other entertainment. If the cardholder attempts to use the card at such a merchant, the <br />purchase will be declined. <br />Addition of Sample Documents <br />The proposed Policies contain a number of appendices including a sample contract, sample RFP <br />and RFQ. This was done in an effort to have staff use consistent documents and consistent <br />language from project to project. <br />When/if the City Council approves the new Policies, the Council will also need to review and approve <br />an ordinance amending Chapters 3.07 and 3.08 of the Louisville Municipal Code so those chapters will <br />be consistent with the content of the Purchasing Policies. <br />FISCAL IMPACT: <br />None <br />RECOMMENDATION: <br />Discussion <br />ATTACHMENT: <br />1.2012 Draft PurchasingPolicies <br />2.2007 Purchasing Policy <br />7 <br />