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PAGE 5 <br />PROCEDURES FOR PURCHASES OVER $175,000 <br /> <br />All merchandise, materials, or equipment purchases exceeding $175,000 (except emergency <br />purchases and items purchased on a state contract or through cooperative purchasing) must be <br />purchased on a formal bid basis. The following procedural requirements must be met before an <br />item may be purchased: <br /> <br />1. It is the responsibility of the requesting department to prepare specifications. After <br />specifications have been prepared, they shall be submitted to the City Administrator for <br />approval. No advertisement for bids shall be published until specifications are approved by <br />the City Administrator. <br /> <br />2. Advertisement in the official local newspaper (and other publications if appropriate) at least <br />ten (10) days in advance of bid opening is required. The City may use its web site or a <br />recognized industry trade journal as an alternative method to disseminate solicitations of bids, <br />requests for information, and requests for proposals if certain steps are followed to designate <br />the method (MN Stat. 331A.03, subd. 3). <br /> <br />3. Time must be allowed between the date of bid opening and bid award to permit examination <br />and tabulation of bids and submission of recommendation to the City Administrator and <br />Council. <br /> <br />4. Council award of bid. The Council may wish to table an award on a difficult matter, thereby <br />delaying the purchase. Therefore, careful consideration must be given to the complexity of an <br />item and thorough information must be provided. <br /> <br />