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IX, A roved vendors: The City will useauthorized vendors; Whenever possible.the City, will use existing (previously, used) vendors for purchases. Ifa new vendor is required, the. department head shall request approval of that vendor in writing from the Finance Officer, Finance Analyst or City Clericby completing the New Vendor Request.Form. The request should .include the reason for using the new vendor. All paper work needed to establish the vendor in the City's accounts payable. system shall be submitted to the accounting clerk; including name of vendor,. malting address, Phone numbers, email address, W9, and if needed proof of insurance. The accounting clerk will provide the new vendor with the City's ST3 (certificate of tax exemption). X. Vendor Invoices. All invoices should be mailed by the vendor to the City address of: City of Gem Lake Attn: Accounts Payable 4200 Otter Lake Road Qem Lake,. MN 551 t0 Or emailed to cit a emlakemn.or gm Xl. C m letion nfa urchaseorder. I Date: Date that the purchase order is prepared & Date of Order Placed, 2• Requested By; Name of employee requesting the purchase., 3. Vendor: Complete name and address if possible. 4. Quantity; Complete in units as each, box, gallons, feet etc:. 5.. Description: Describe what is being purchased. Be specific as color, size, type, etc., including all information available, 6- Amount: Actual if possible, otherwise list estimated cost. 7. Funding, If not budgeted; provided which budgeted funds will be used to make the purchase 8. Coding; fast the activity or department that into be. charged for the .purchase. 91 Signature(s) Signature.of employee making the purchase: X11, Purchasiprjnciples. 1, Ali employees are required to cooperate fully, to the end that the City should obtain the maximum advantages offered by a purchasing system. 2; Formal criteria shall be established and purchasing..regulations issued as required, to establish equity and, to protect the.public interest while, at the same time, assuring that regulations are not excessive, conflicting, or do not impose undue costs. 3. The City will purchase vices, maximum. extent practicable from private enterprise to fulfill:the needs for goods and services. 4. A11 purchasing actions; including those: resulting from actions of sovereignty, shall be based on a:doctrine of fairness and equity, 5. Purchasing shall acquire the benefits of competition. to the maximum extent practicable. 6, The City shall pay fair and reasonable prices for ac and ceptable goods and services for all ordinary necessary costs consistent with accepted commercial practices when .included in the price quoted, 7. The City shall establish and maintain ethical and impartial relations with aI1 suppliers. concerning purchasing activities. Revised 2/5/07 Revised 121I / 14 Revised 7/6/2o Revised & Adopted 9/2I/21