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1.4 Quick Reference Budget Approval Guide <br />VALUE OF <br />PURCHASE <br />QUOTATIONS <br />NEEDED <br />APPROVAL BY <br />APPROVALS REQUIRED <br />Less than $100 <br />None <br />Department Head <br />City Administrator <br />City Council <br />Yes <br />No <br />Yes -Annual Budget Adoption <br />$101-$5,000 <br />Departmental <br />Discretion <br />Department Head <br />City Administrator <br />City Council <br />Yes <br />No <br />Yes -Annual Budget Adoption <br />$5,001-$25,000 <br />Two Written Quotes <br />City Administrator <br />Discretion <br />Department Head <br />City Administrator <br />City Council <br />Yes <br />Yes <br />Yes -Annual Budget Adoption <br />$25,000-$100,000 <br />Two Written Quotes <br />or RFP's or Sealed <br />Bids <br />Department Head <br />City Administrator <br />City Council <br />Yes <br />Yes <br />Yes <br />Greater than $175, <br />000 <br />Sealed Bids <br />Department Head <br />City Administrator <br />City Council <br />Yes <br />Yes <br />Yes <br />Any Federal Dollars <br />Purchaser must <br />consult City Policies <br />and Procedures for <br />Federal Grants <br />Administration <br />Department Head <br />City Administrator <br />City Council <br />Yes -Conformity with regulations <br />Yes -Sign applicable agreement(s) <br />Yes -Authorize agreement(s) <br />See Also Section 4: Purchasing Alternatives Below for Further Detail <br />• When time is of the essence, the City Administrator is authorized to sign for the purchase of any <br />item or combination of items not included in the budget in an amount not to exceed Five <br />Thousand Dollars ($5,000) provided a budget amendment is prepared for Council approval at the <br />next regularly scheduled Council Meeting. <br />NOTE: If a Cooperative Purchasing Agreement is in place (non -construction related contracts only), quotations <br />are not needed. <br />Section 2: Purchasing Practices <br />2.1 Ethics/Relations with Vendors <br />The City of Ramsey holds its employees to the highest ethical standards. Purchases shall be conducted so they <br />foster public confidence in the integrity of the city's procurement system, and open and free competition among <br />prospective suppliers. In keeping with this value, employees should avoid the following practices when making <br />purchases on behalf of the City: <br />Circumventing competitive bidding requirements. <br />Examples of this include: <br />• Splitting purchases so that they can be made through several small purchases. <br />• Using the emergency procedure process when no true emergency exists. <br />• Using a 'sole source' exemption when competition is available. <br />2 <br />