RES 2025072 - Laserfiche WebLink

4.1.1.5. Forward properly coded vendor invoice to the Finance Department for payment. If using a City agreement or PO, submit it to the Finance Department with the invoice. 4.1.2. $10,001 to $200,000: City Manager Approval 4.1.2.1. Three written price quotes must be received prior to purchase. If three cannot be obtained, submit a memo to the Finance Department with the City Agreement or PO outlining the solicitation/selection process. Alternatively, a Cooperative Purchasing Agreement(CPA)can be used. 4.1.2.2. Contracts may be awarded on either a best value or low bid basis. If recommending a CPA, Sole Source Vendor,the Department Head must submit a memo to the Finance Department justifying the selection. 4.1.2.2.1. If two or more vendors propose supplies, equipment or trade services at the same total or unit price, with generally equivalent qualifications, and with generally equivalent compliance with SB 1383 Procurement Requirements described in Section 5 of this Policy, preference shall be given to the city-based vendor. Such local preference shall be utilized only when allowed by state and federal law,and the requirements of the underlying funding source. 4.1.2.2.2. If city-based vendors' or contractors' bids are greater than non-city based vendors or contractors, when calculating and comparing bids from vendors, or contractors providing supplies, equipment or trade services, the city shall deduct five percent(5%)from the total bid of any city-based vendor or contractor, except that the amount of the local preference deduction shall not exceed five thousand dollars($5,000) for any single purchase order or contract. 4.1.2.2.3. Such local preference shall be utilized only when allowed by state and federal law, and the requirements of the underlying funding source. Such local preference is not required in the event of an emergency. 4.1.2.2.4. City agreement(with maximum term of five years)or PO is required, and must be signed by the City Manager prior to issuance. If the vendor requires a vendor-provided agreement instead, it requires prior review and approval from the Law Department. Annual recurring purchases require the vendor's signature. Purchasing Procedures and Manual 12