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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - OA4 Purchasing Policy & Procedures 2008
- YEAR CREATED: 2008
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document provides guidelines for purchasing on behalf of the City of Cedar Rapids. It outlines the steps to be followed when making purchases, based on the estimated cost of the purchase. For purchases under $1,000, quotes and bids are not required, but good judgment should be used. For purchases between $1,000 and $5,000, written quotes are required and should be kept on file. For purchases of $5,000 or above, a Bid Request Form should be completed and sent to the Purchasing Division. It is emphasized that conversations with vendors and informal quotes should not be sought before submitting the Bid Request Form. The document also clarifies the difference between a quote, a bid, and a proposal. It provides definitions for each and explains when they should be used. Additionally, the document outlines the process for sole source purchases, based on the estimated cost. For purchases under $5,000, a Sole Source form should be completed and kept on file. For purchases between $5,000 and $100,000, a Sole Source Justification Form should be submitted electronically with the PO Request Form. For purchases over $100,000, the Sole Source Justification Form should be submitted with a cover sheet and resolution for City Council. In all cases, the department employee is required to obtain their manager's signature on a hard copy of the Sole Source form and keep it on file.