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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />c) Use the RFP process if Department Director determines it appropriate <br />for the project; <br />d) Post a copy of specifications/RFP to the City's official website <br />www.LouisvilleCO.gov and send to any other appropriate web sites; <br />e) Evaluate the bid/proposal results and determine which bid/proposal <br />serves the City's best interests; <br />f) Use the City -approved Contract form (Appendix G); <br />g) Initiate a Purchase Requisition; <br />h) Submit the Purchase Requisition and quotes to the Finance <br />Department. If the recommended vendor has not submitted the low <br />bid, ensure that there is adequate justification for the higher bid; <br />i) The Finance Department issues the Purchase Order. <br />COMPETITIVE BIDS FOR PROJECTS OVER $25,000 <br />"Competitive/formal bidding" includes invitations to bid, requests for proposals (RFP), <br />requests for qualifications (RFQ), and statements of qualifications (SOQ). <br />• All requests for competitive bids shall be published at least two (2) times in a <br />newspaper of general circulation in the City. The last publication shall not be <br />more than twenty (20) days or fewer than fourteen (14) days prior to the <br />date set for the opening of bids. Such notice may also be published in other <br />publications of limited circulation or trade journals. In addition to <br />publication, the formal bid must be posted on the City's web site at <br />www.LouisvilleCO.gov, and may be posted on other web sites. <br />• Notices, general instructions, conditions and specifications are not required <br />to be published and may be mailed or emailed to identified vendors, and <br />may be posted on the City's web site. <br />STEPS TO COMPLETE A COMPETITIVE BID: (unless otherwise stated, the <br />responsibility for completing these steps falls on the requesting department) <br />a) Develop specifications. Upon finalization of the specifications, <br />determine any special requirements, such as bid, performance and <br />payment bonds; insurance; retainage; and any special requirements <br />the requesting department may need. See bonding and insurance <br />requirements listed below; <br />b) Prepare all bid documents required by the formal bid and public <br />notice. All bid documents become public information upon <br />completion of the bid opening, except that the City may determine <br />not to disclose trade secrets or other confidential commercial, <br />financial or personal information. Bid documents shall contain the <br />following information: <br />10 <br />