Resolution 2025-08 - Laserfiche WebLink

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CITY OF LOUISVILLE PURCHASING POLICIES SECTION VII - PURCHASING DURING EMERGENCY OR DISASTER CONDITIONS An emergency shall be defined as a situation in which any department's operations may be severely hampered or a situation in which the preservation of life, health, safety or property may be at risk as determined by the Department Director and City Manager. The required purchasing procedures stipulated in the Purchasing Levels Section and other areas of this policy shall be waived for emergency purchases. A summary of all emergency purchases shall be prepared by the Finance Department and submitted for review by Mayor and City Council at the earliest City Council meeting possible. When the need for an emergency purchase occurs during normal working hours, the user department will request approval from the City Manager or his designee. If approved, the City Manager shall give verbal approval of the transaction followed by electronic approval to the requesting department and to the Finance Department, which may be required to complete the transaction for the requesting department. The user department or Finance Department will note the emergency on the check request form, sales ticket or invoice. During a partial or full activation of the Emergency Operations Center (EOC) that requires the presence of a Finance Department representative on site, the approval authority as set forth in the Purchasing Levels Section is hereby revised to read as follows: • Department Director —Approval of emergency purchase up to $50,000. • Finance Director — Approval of emergency purchase up to $100,000. • City Manager — Approval of emergency purchase over $100,000. SECTION VIII -CHECK REQUESTS PAYMENT REQUESTS Check request forms (Check Request Form) are used to request payment for materials or services. Check requests must adhere to the following: Original invoice must be attached; Attach additional documentation as appropriate, such as receiving documents, packing slips, informal quote documentation, and sole source justification. All requests must be signed by the department director or an assigned designee; P.O. must be referenced if applicable; 18