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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />SECTION II - PURCHASING LEVELS <br />< $50.00 <br />$50.01 - <br />$2,499.99 <br />$2,500 - <br />$9,999.99 <br />$10,000 - <br />$24,999.99 <br />$25,000 - <br />$99,999.99 <br />$100,000 & > <br />all purchases <br />Bid/ <br />Proposals & <br />Forms <br />Petty Cash <br />Requisition <br />Form <br />Check Request <br />1. A minimum <br />of three (3) <br />telephone <br />bids/quotes/ <br />proposals <br />2. Contract as <br />appropriate <br />3. Purchase <br />Requisition <br />4. Check <br />Request <br />1. Written Bid <br />Process with a <br />minimum of <br />three (3) <br />written <br />bids/quotes/ <br />proposals <br />2. Contract as <br />appropriate <br />3. Purchase <br />Requisition <br />4.Check Request <br />1. Competitive Bid <br />Process <br />2. Contract <br />approved by <br />City Manager <br />Purchase <br />Requisition <br />3. Check Request <br />4. City Manager <br />notifies City <br />Council of <br />expenditure <br />approval. <br />1.Competitive Bid <br />Process <br />2. Contract <br />approved by the <br />City Council <br />3. Purchase <br />Requisition <br />4. Check Request <br />City Council approval required if project not in the annual <br />budget. <br />Approvals <br />Manager <br />Department <br />Director or <br />Designee <br />Department <br />Director & <br />Finance <br />Director <br />Department <br />Director, <br />Finance Director, <br />& City Manager <br />Department <br />Director, <br />Finance Director, <br />& City Manager <br />Department Director, <br />Finance Director, <br />City Manager & <br />City Council <br />Amendments & <br />Change Orders <br />Increases greater than 5% or $2,500 (excluding any contingency) require <br />additional approval <br />Additional Considerations: Any proposed purchase in the following categories shall require City Council approval: <br />• Any request for proposal for consulting services over $50,000; <br />• Any sole source item over $50,000; <br />• Any item over $50,000 that is more than 10% over the approved budget; <br />• Any item with policy implications not previously addressed and resolved by City Council. Further, every City employee <br />responsible for approving any contract —regardless of the dollar amount —shall refer to the City Manager for consideration <br />any contract they believe may have such policy implications. <br />• All bids/quotes/proposals are public information and can be released to the <br />public following bid award. The City may determine to not release trade secrets <br />or other confidential commercial, financial or personal information. <br />• Retain all bids/quotes/proposals for a minimum of three years as required by <br />retention schedule. <br />• One original signed contract must be submitted to Central Files with the <br />completed project file. <br />6 <br />