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Revised 8/7/06 City of Louisville Purchasing Policy & Purchasing Card Program Requirements SECTION III - BIDDING Bidding procedures are used to provide vendors the opportunity to bid, to elicit greater vendor response, to meet Colorado statutory requirements and to promote competitive prices from vendors for the purchase of capital equipment and other items of significant monetary value. The City Manager reserves the right to call for formal or informal bids without regard to amount. As used herein, "bidding" shall include requests for bids, requests for proposals and/or requests for qualifications. The responsible department director shall determine when bidding procedures shall utilize a request for bids, request for proposals, or request for qualifications, as appropriate. All purchases of goods or acquisition of services of $15,000 and over and all purchases of cars, trucks and heavy equipment shall require formal bidding procedures unless otherwise required by statute or City Code. Exemptions to this policy are bids obtained through the state bidding process. See the "State Bid" section of this document. Types of Bids: Formal Bids All formal bids shall be published at least two (2) times in a newspaper of general circulation in the City. The last publication shall not be more than ten (10) days or fewer than five (5) days prior to the date set for the opening of bids. Such notice may also be published in other publications of limited circulation or trade journals. In addition to publication, the formal bid must be posted on the City's formal website at www.ci.louisville.co.us. Notices, general instructions, conditions and specifications shall be mailed to identified vendors. All requests for formal bids shall be reviewed and approved by the City Manager's Office prior to publication. Steps to complete a formal bid: (unless otherwise stated responsibility falls on requesting department) 1. Develop specifications. Upon finalization of the specifications, determine any special requirements, such as bid, performance and payment bonds; insurance; retainage; and any special requirements the requesting department may need. See bonding and insurance requirements listed below. 2. Prepare all bid documents required by the formal bid and public notice. All bid documents become public information upon completion of the bid opening. Bid documents shall contain the following information: · Where the bidder can obtain bid documents · Any costs of bid documents . Bid submittal deadline · Date, time and location of bid openings · Any bond and/or insurance requirement . Any special requirements Effective September 1, 2006 7