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CITY OF LOUISVILLE PURCHASING POLICIES SECTI N P U R C ASING LEVELS ................................................................................................................................................................................................................................................................................................................................................................................................................................ ............................... < $50.00 $50.01 - $2,499.99 $2,500 - $9,999.99 $10,000 - $24,999.99 $25,000 - $4999,999.99 $9100,000 & > all purchases Bid/ Proposals & Forms Petty Cash Requisition Form Check Request 1. A minimum of three (3) telephone bids /quotes/ proposals 2. Contract as appropriate 3. Purchase Requisition 4. Check Request 1. Written Bid Process with a minimum of three (3) written bids /quotes/ proposals 2. Contract as appropriate 3. Purchase Requisition 4.Check Request 1. 2. 3. 4. Competitive Bid Process Contract approved by City Manager Purchase Requisition Check Request City Manager notifies City Council of expenditure approval. 1. Competitive Bid Process 2. Contract approved by the City Council 3. Purchase Requisition 4. Check Request City Council approval required if project not in the annual budget. Approvals Manager Department Director or Designee Department Director & Finance Director Department Director, Finance Director, & City Manager Department Director, Finance Director, & City Manager Department Director, Finance Director, City Manager & City Council Amendments & Change Orders Increases greater than 5% or $2,500 (excluding any contingency) require additional approval Addition I Considerations: Any proposed purchase in the following categories shall require City Council approval: • ny request for proposal for consulting services over $50,000; • ny sole source item over $50,000; • ny item over $50,000 that is more than 1O% over the approved budget; • ny item with policy implications not previously addressed and resolved by City Council. Further, every City employee sponsible for approving any contract — regardless of the dollar amount —shall refer to the City Manager for consideration ny contract they believe may have such policy implications.Any purchase that the City Manager deems to be questionable r that has policy implications shall require City Council approval. • All bids /quotes /proposals are public information and can be released to the public following bid award. The City may determine to not release trade secrets or other confidential commercial, financial or personal information. • Retain all bids /quotes /proposals for a minimum of three years as required by retention schedule. • One original signed contract must be submitted to Central Files with the completed project file. 6