Resolution 2021-37 - Laserfiche WebLink

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CITY OF LOUISVILLE PURCHASING POLICIES SECTION V — BIDDING Bidding procedures are used to provide vendors the opportunity to bid, to elicit greater vendor response, to meet City Charter and City Code requirements, to meet Colorado statutory requirements applicable to the City, and to promote competitive prices from vendors for the purchase of capital equipment and other items of significant monetary value. The City Manager and Department Directors reserve the right to call for competitive bids without regard to amount. As used herein, "bidding" shall include requests for bids, requests for proposals, requests for qualifications, and/or statements of qualifications. The responsible Department Director shall determine when bidding procedures shall utilize a request for bids, request for proposals, or request for qualifications, as appropriate. All purchases of goods or acquisition of services above $25,000 and all purchases of cars, trucks, and heavy equipment shall require competitive bidding procedures unless otherwise required by the City Charter, City Code or state statute applicable to the City. Exemptions to this policy are bids obtained through the specific processes listed below in "State and Other Allowed Bids" and "Sole Source Purchases." TYPES OF BIDS INFORMAL BIDS/QUOTES/PROPOSALS FOR PROJECTS UNDER $25,000 All purchases within the financial parameters of $2,500 to $24,999 shall require informal bidding procedures. • For purchases between $2,500 and $9,999 the requesting department shall obtain and document a minimum of three (3) verbal quotations. If three (3) quotations are not obtained, valid justification must be provided with the purchase requisition and approved by the Department Director and Finance Director; • For purchases between $10,000 and $24,999 the requesting department shall use a contract and obtain and document a minimum of three (3) written quotations. If three (3) quotations are not obtained, valid justification must be provided and approved by the City Manager; • Notwithstanding the above requirements, Department Directors or the City Manager may require a competitive bid process for any project regardless of the amount. STEPS TO COMPLETE AN INFORMAL BID/QUOTE/PROPOSAL: (unless otherwise stated, the responsibility for these steps falls on the requesting department) a) Develop specifications/information. Upon finalization of the specifications, prepare any documents required by the informal bid; b) Mail a copy of specifications to identified vendors; 9