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<br />Ci~y of New Brighton <br />purchasing Policy <br /> <br />Section 4. Quotes required for purchases between $2,500 and <br />$15,000. <br /> <br />J <br /> <br />If the estimated cost of the purchase is between $2,500 and <br />$15,000, then as far as practicable at least three (3) written <br />quotations shall be obtained. The Department Head shall be <br />responsible for obtaining the quotations and submitting these <br />to the City Manager. The City Manager shall forward the <br />quotations to the City Council for their approval. The purchase <br />shall be awarded to the vendor who provides the lowest responsible <br />quotation. <br /> <br />In the event that it is determined that the use of the formal bid <br />process is in the best interest of the City, then Section 3 may <br />be used in lieu of this Section. <br /> <br />Section 5. Department Head responsible for purchases under $2,500. <br /> <br />The Department Head shall be responsible for purchases with an <br />estimated cost of less than $2,500. The decisions of the <br />Department Head shall be subject to review by the City Manager. <br /> <br />Section 6. Compliance with Budget. <br /> <br />Every purchase, including any expense for personnel, shall be <br />authorized in the Budget. When no authorization is provided or <br />where funding is not adequate, the City Council may amend the <br />Budget and provide for a special appropriation. The Department <br />Head shall be responsible for ensuring that the total of expenses <br />for the Department does not exceed the total appropriation of the <br />Budget, as amended. <br /> <br />Section 7. Purchase Order required. <br /> <br />Before a vendor can be paid, a purchase order shall be completed. <br />The purchase order shall describe the purchase, the amount to be <br />paid, and confirm that the merchandise or service has been <br />delivered to the satisfaction of the City. The Department Head <br />shall sign the purchase order. <br /> <br />Section 8. Vendor shall invoice Finance. <br /> <br />As far as practicable, invoices shall be supplied to Finance <br />directly by the vendor. The invoice shall be held by Finance <br />until such time as the appropriate copy of the purchase order <br />is forwarded to Finance by the Department Head. If there are <br />no material differences between the invoice and purchase <br />order, then Finance shall prepare a check to pay the vendor <br />for the purchase. If a material difference is found between <br />the invoice and the purchase order, then the Department Head <br />shall be contacted to resolve the difference. <br />