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Exhibit 1 <br />CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />• If over $100,000 (or a project that is not in the approved annual <br />budget), advise the City Manager's Office that the item needs <br />to go on the City Council agenda and prepare a City <br />Council item listing the preferred vendor and justification. <br />h) Use City Attorney approved contracts and insurance and bond <br />requirements; <br />i) Upon the City Manager's/City Council's award of bid, notify all <br />bidders of the results; <br />j) Obtain signatures on all contracts; <br />k) Complete Purchase Requisition and forward to the Finance <br />Department; <br />I) Finance Department issues a Purchase Order; <br />m) Notice of final payment and settlement is published by the <br />Department two (2) times in the newspaper for all improvement <br />projects, with the second notice to be published no later than ten <br />(10) days before final payment is made (over $150,000). <br />STEPS TO COMPLETE A REQUEST FOR PROPOSAL: (unless otherwise stated, the <br />responsibility for completing these steps falls on the requesting department) <br />a) Develop project information, determine any special requirements, <br />such as performance and payment bonds; insurance; retainage; and <br />any special requirements the requesting department may need. See <br />bonding and insurance requirements listed below; <br />b) Prepare the request for proposal. All documents become public <br />information upon completion of the proposal opening, except that <br />the City may determine not to disclose trade secrets or other <br />confidential commercial, financial or personal information. Request <br />for Proposals shall contain the following information: <br />• Where the bidder can obtain information; <br />• Proposal submittal deadline; <br />• Date, time and location of RFP openings (only a list of the <br />proposals will be made available until such time as all proposals <br />can be evaluated); <br />• Any bond or insurance requirement; <br />• Any special requirements; <br />• A statement to the effect that the City reserves the right to <br />reject any and all proposals, and to accept the proposal deemed <br />to be the lowest cost and a reliable and responsible proposal; <br />11 <br />