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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />Where the bidder can obtain bid documents; <br />Any costs of bid documents; <br />Bid submittal deadline; <br />Date, time and location of bid opening; <br />• Any bond or insurance requirements; <br />• Any special requirements; <br />• A statement to the effect that the City reserves the right to reject any and all <br />bids, and to accept the bid deemed to be the lowest cost and a reliable and <br />responsible bidder; <br />General conditions; <br />Minimum specifications; <br />Bid proposal form; <br />Delivery date or completion date; <br />Period of bid validity; <br />Bidder/proposer must sign the Prohibition Against Employing Illegal Aliens at <br />the time of submitting the bid and verify that bidder/proposer is lawfully <br />present in the United States, if applicable. <br />c) Departments will be responsible for obtaining at least three (3) <br />bids/proposals if available. If three (3) bids/proposals are not <br />obtained, valid justification must be provided and approved by the <br />City Manager; <br />d) Conduct the public bid opening per the advertised bid opening date <br />(if required). Any bids received after the specified time will be <br />returned to the bidder. These bids may need to be opened in order <br />to process a return of the bid; <br />e) Evaluate the bid results and determine which bid serves the City's <br />best interests. If the recommended vendor has not submitted the <br />low bid, provide justification for the higher bid; <br />f) For purchases using federal funds, the requesting Department <br />must verify on Sam.gov and retain documented proof that the <br />person/entity selected as the winning bid is not debarred, <br />suspended, or otherwise excluded from receiving or participating <br />in Federal awards; <br />g) Reports: <br />• If over $50,000 but less than $100,000, prepare a report for the <br />City Manager listing the preferred vendor and justification; <br />10 <br />