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<br />Revised 8/7/06 City of Louisville <br /> Purchasing Policy & Purchasing Card Program Requirements <br /> Table of Contents <br />OBJECTIVE.. ............. ....... ....... ... .......... ............. ......... .... ......... ..... .......... ... ....... ...... ............ ........ .....3 <br />USE OF POLICy.... ....... ............. ....... ............. ............. .............. ............. ...... ....... .............. ...... ........3 <br />PURCHASING LEVELS ....... ........... .............. ............. ............. .............. ............. ............. ....... ......... 4 <br />SECTION 1- PURCHASE REQUISITIONS.....................................................................................5 <br />Petty Cash Purchase Requisitions:.......... ............. ............. .............. ........ ..... ............. ........ ...........5 <br />Purchase Requisitions: ....... ........... .............. ............. ............. .............. ............. ............. ....... ........5 <br />SECTION 11- PURCHASE ORDERS (P.O.).................................................................................... 6 <br />Standard Purchase Orders: ..... ........ ............. ............. ......... ....... .................. .......... .......... ............. 6 <br />Blanket Purchase Orders.. .................... ............. ............. ................... ............... ................... ......... 6 <br />SECTION 111- BIDDING...................................................................................................................7 <br />Formal Bids ........... ...... .............. ...... .............. ...... ....... ....... ............. ............. .............. ...... ..............7 <br />Steps to complete a formal bid:.................................................................................................. 7 <br />Bonding Requirement:. .................... .............. ............. .................. ............... ........ ............ ........... 8 <br />Insurance Requirement: ............ ............. ............. .............. ............. ...... ....... ............. ....... ...........9 <br />Documentation Requirement:..................................................................................................... 9 <br />Informal Bids........ ....... ............. ....... ............. .................... ............. .............. ............. ....... ............ 10 <br />Steps to complete an informal bid: ...........................................................................................10 <br />State Bids: .............................................................................................................................. ..... 10 <br />SECTION IV -P.O. AMENDMENTS..............................................................................................11 <br />Purchase Order Amendments:... .............. ............ .............. ............. ........ ....... ............ ........ ......... 11 <br />SECTION VI- SOLE SOURCE PURCHASES AND LOCAL VENDOR PURCHASES............... 12 <br />Sole Source Purchases:. .......... ............. ..."........ ............... ............. ....... ........ ............ ........... ........ 12 <br />Purchase in the amount of $2,500 to $4,999: ..........................................................................12 <br />Purchase in the amount of $5,000 or more: ............................................................................. 12 <br />Local Vendor Preference: ..... .............. ............. ............. .................. ................ .......... .......... ........ 12 <br />Purchases During Emergencies Conditions: ..............................................................................12 <br />SECTION VII - RECEIVING PROCEDURES AND CHECK REQUESTS ....................................14 <br />Receiving Proced ures: .............................".................................................................................. 14 <br />Check Requests: .... ....... ...... ..... ......... ............. .................. ............... .............. ............. ....... .......... 14 <br />SECTION VIII- PURCHASING CARD PROGRAM ......................................................................15 <br />Card Issuance: ............. ....... ............. ............. ............. .............. .................... ............. ....... ...... ..... 15 <br />Limitations and Restrictions: ......... ............... .............. ............. ............. ............. .............. ...... ...... 15 <br />Authorized Purchases: ................................................................................................................ 15 <br />Unauthorized Purchases:. ....... ............. ............. .............. ................... .............. .................... ....... 15 <br />Lost or Stolen Cards: ..................................................................................................................16 <br />Reconcilement and Payment: ..................................................................................................... 16 <br />Disputed or Fraudulent Charges: ................................................................................................ 16 <br />Sales and Use Tax:.....................................................................................................................17 <br />Loss of Privileges: .. ....... ............. ....... .................... ............. ............. ........ ....... ............ ......... ........ 17 <br />SECTION X - DEFINITIONS..........................................................................................................18 <br />APPENDIXES....... .................... ........... .............. ............... ............. ................... ........ ............. ........ 19 <br />QUICK REFERENCE GUIDE .....................................................................................................19 <br />APPENDIX A - PETTY CASH PURCHASE REQUISITION FORM........................................... 19 <br />APPENDIX B - PURCHASE REQUESITION FORM ................................................................. 19 <br />APPENDIX C - PURCHASE ORDER FORM............................................................................. 19 <br />APPENDIX D - CHECK REQUEST FORM................................................................................ 19 <br />APPENDIX E - PURCHASE CARD USER AGREEMENT ........................................................19 <br />APPENDIX F - TRAVEL PRE-APPROVAL REQUEST FORM .................................................19 <br />APPENDIX G - EMPLOYEE EXPENSE REPORT FORM ........................................................19 <br />Effective September 1, 2006 2 <br />