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CITY OF LOUISVILLE PURCHASING POLICIES CONTENTS OBJECTIVE 4 USE OF POLICY 4 SECTION I - DEFINITIONS 4 SECTION II - PURCHASING LEVELS 6 SECTION III - PURCHASE REQUISITIONS 7 Types of Purchase Requisitions 7 Petty Cash Requisitions 7 Purchase Requisitions 7 SECTION IV - PURCHASE ORDERS 8 Exempt Items 8 Purchase Order Amendments 8 SECTION V - BIDDING 9 Types of Bids 9 Informal Bids/Quotes/Proposals for projects under $25,000 9 Competitive Bids for projects over $25,000 10 Bonding Requirement 14 Examples of Bonds 14 Insurance Requirement 15 Bidder List and Bid Evaluation 15 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 24 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 2