Purchasing Policy

Public organizations like the city have an obligation to be financially accountable and offer reasonable opportunity for competitive bidding on major purchases and contracts for services. Staying true to our purchasing policy demonstrates our values of transparency and good stewardship.

We use a decentralized purchasing system which means that each department is accountable for preparing their own bids and making purchases that follow city policies. The Finance Department monitors purchasing activity to ensure that expenses are being controlled responsibly.

If you’re interested in doing business with us, you should contact the department(s) directly to make sure that you’re on their radar.

General Bid Requirements

Based on the price point, city staff must do the following before making a purchase:

• $0 – $3,000: No bids are required, but all purchases will be reviewed and audited by management staff to ensure the practice of prudence and good judgment.
• $3,001 – $5,000: Verbal bids required (at least 3 suppliers on bid list whenever possible). Purchase authorized by the Department Head. Documentation approved by the Finance Manager.
• $5,001 – $10,000: Bids in writing (at least 3 suppliers on bid list whenever possible). Approved by the Administrative Services Director or City Manager.
• $10,001 – $25,000: Bids in writing (at least 3 suppliers on bid list whenever possible). Approved by the City Manager.
• $25,001+: Bids in writing (at least 3 suppliers on bid list whenever possible). Approved by the City Commission.

Departments are always accountable for living within their means (budget), regardless of the dollar amount of the individual purchase. The City Commission annually adopts an operations budget and approves a capital improvements and equipment replacement plan.

For more information on general procedures for sealed bids, criteria for awarding bids, and buy local provisions contact the Finance Department at 913-367-5500.