City of Evansville Purchasing

Goods and Services Purchasing Requirement Policy

The Purpose of this policy is to provide a uniform method for obtaining goods and routine services for the City of Evansville.

Routine services include, but are not limited to: aerial mapping, equipment rental, equipment maintenance, exterminating services, janitorial services, mowing/landscaping, trash removal, security monitoring, etc.

Purchasing Requirements - Goods & Services

A. Purchases below $500 Local Policy

• No price checks or competitive bidding required
• If later a change order increases the total spend with the vendor to more than $500, then three (3) quotes or a Special Purchase Request Form (SPR) is required.

B. Purchases $500 - $50,000 (IC 5-22-8-2)

• If $1,000 or more, refer to State of Indiana QPA bid list
• Three (3) informal verbal or written quotes required
  • Record the item/service quoted, date, price and person giving the quote and electronic signatures of the City employee obtaining the quote as well as their Department Head.
    
  • A quote on vendor letterhead, quotes from internet websites (must have company's name on it) or submit a completed quote form

C. Purchases $50,000 TO $150,000 (IC 5-22-8-3)

• Refer to State bid list (QPA)
• Notify appropriate board before seeking quotes for purchase
• Invite quotes from at least three (3) vendors known to deal in the lines/classes of goods/services to be purchased
  
• Mailed (email acceptable) at least seven (7) days before date and time fixed for receiving sealed quotes
  
• Quotes are to be opened in a public board meeting
• Awards are made by the board, not the department
• If no quotes are received from a responsible and responsive vendor, the purchase can be made from the open market per IC 5-22-10-10 as a Special Purchase
  

D. Purchases over $150,000 (IC 5-22-7)

• Refer to State bid list (QPA)
• Get Board approval to advertise
• Issue an invitation to bid, request for proposal, etc: purchase description, all contractual terms and conditions, evaluation criteria, time and place of opening, financial proof requirements, statement of condition under which a bid/proposal may be cancelled or rejected in whole or in part.
• Public notice requirements: must be published two (2) times, at least a week apart, with the second notice published at least seven (7) days before the bid opening
• Must be opened in a public meeting
  
• Awards are made by the Board, not the department

PUBLIC WORKS PROJECTS – The thresholds provided may not be applicable for certain public works projects. Please see Indiana Code 36-1-12 for additional or different requirements.

All Resulting contracts shall be submitted to City (Board) attorney prior to presentation to a Board for approval.