City Council Study Session Agenda and Packet 2012 07 10

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CL ITY OF OUISVILLE PP URCHASING OLICIES CONTENTS OBJECTIVE ............................................................... USE OF POLICY ............................................................... SECTION I DEFINITIONS ............................................................... SECTION II PURCHASING LEVELS ............................................................... SECTION III PURCHASE REQUISITIONS ............................................................... Types of Purchase Requisitions ............................................................... Petty Cash Requisitions ............................................................... Purchase Requisitions ............................................................... SECTION IV PURCHASE ORDERS ............................................................... Exempt Items ............................................................... Purchase Order Amendments ............................................................... SECTION V BIDDING ............................................................... Types of Bids................................................................................................................................ Informal Bids/Quotes/Proposals for projects under $25,000 ............................................................... 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 9 2