Purchasing Policy and Guidelines

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The City makes its purchases under the authority granted in the City Ordinance.  Competitive bidding is the primary method for obtaining solicitations.  Competitive bids are not subject to negotiations.  Awards are made based on bids that best meet the City's needs and specifications.

Remember, only the Purchasing Division is authorized to commit the City for the purchase of goods and services.  No payment will be made for any goods delivered or services provided without a purchase order number or contract.

PURCHASING GUIDELINES

GENERAL PURCHASES

(supplies, equipment, operating or maintenance services)

 

Purchase Amount (annual)

 

Purchase Order Needed

 

Bid Process

 

Approvals Required

 

Less than $5,000

 

Yes

 

None or Informal

Department, Finance

 

 $5,000 to $15,000

 Yes

 

Informal with 3 quotes

Department, Finance, City Manager

 

 $15,001 to $30,000

 Yes

 

Formal bid procedure

Department, Finance, City Manager

 

Greater than $30,000

 

Yes

 

Formal with advertising & sealed bids

Department, Finance, City Manager, City Council

 

PUBLIC WORKS PROJECTS

 

Contract Amount

Purchase Order Needed

 Bid Process

 

Approvals Required

 

Less than $5,000

 Yes

 None or Informal

Department, Finance

 

 $5,000 to $15,000

 

 Yes

 Informal with 3 quotes

Department, Finance, City Manager

 

 

$15,001 to $30,000

 

 Yes

 

Formal bid procedure

Department, Finance, City Manager

 

 

$30,001 to $45,000

 

 

 Yes

 

Formal bid procedure

Department, Finance, City Manager, City Council

 

 

$45,001 TO $175,000

 

Yes

 

Informal Public Works Bid Procedure

Department, Finance, City Manager, City Council

 

Great than $175,000

 

Yes

 Formal Public Works Bid Procedure

Department, Finance, City Manager, City Council

 

Purchasing Ordinance No. 2014-1328