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L <br />City at <br />- <br />Louisville <br />COLORADO • SINCE 1878 <br />CITY COUNCIL COMMUNICATION <br />AGENDA ITEM 111 <br />SUBJECT: <br />DATE: <br />DISCUSSION — PURCHASING POLICY LIMITS <br />JANUARY 13, 2015 <br />PRESENTED BY: MEREDYTH MUTH, CITY MANAGER'S OFFICE <br />SUMMARY: <br />In 2014, the City Council asked staff to schedule time for review of the current <br />purchasing policy limits, specifically the level at which a purchase requires City Council <br />approval. During the annual budget process the City Council reviews in detail the Five - <br />Year Capital Improvement requests and the budget for every fund. The culmination of <br />which is the annual budget approved by the City Council. The budget authorizes <br />expenditures for specified purposes. The Purchasing Policies establish the process <br />whereby staff makes purchases or contracts for services that are already funded by the <br />annual budget approved by the City Council. <br />The following table shows the existing purchasing levels and a possible change for <br />purchases over $50,000: <br />CITY COUNCIL COMMUNICATION <br />5 <br />CURRENT <br />POSSIBLE CHANGES <br />Cash purchases under $50 <br />Bid /Forms <br />Required <br />• Petty Cash Requisition <br />Approvals <br />Required <br />Manager <br />$50.01 - $2,499.99 <br />Bid /Forms <br />Required <br />• Check Request Form <br />Approvals <br />Required <br />Department Director or Designee <br />$2,500.00 - $9,999.99 <br />Bid /Forms <br />Required <br />• Minimum 3 phone <br />quotes /bids /proposals <br />• Contract as appropriate <br />• Purchase Requisition <br />• Check Request <br />Approvals <br />Required <br />Department Director <br />Finance Director <br />$10,000.00 - $24,999.99 <br />Bid /Forms <br />Required <br />• Written bid process with a <br />minimum of 3 bids/ quotes/ <br />proposals <br />CITY COUNCIL COMMUNICATION <br />5 <br />