HomeMy WebLinkAboutG02.0 Purchase Request Dollar Limits and Approval Requirements �'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: PURCHASE REQUEST SECTION: G NUMBER: 2.0
TOTAL DOLLAR LIMITS AND
APPROVAL REQUIREMENTS
PREPARED BY: Purchasing REVISED DATE: 04/26/2013
PAGE: 1 of 3
PURPOSE
2.1 The City Manager as authorized by the City Council of the City of Grapevine
has delegated to the Purchasing Agent the authority to procure materials and
services for the City of Grapevine that are within the guidelines set forth by the
City Council. In certain cases, the City Manager has also granted this authority
to certain city employees that have been authorized by their Department
Directors.
POLICY
2.2 DELEGATION OF PURCHASING AUTHORITY
Department purchasing authority is limited, however, to a single purchase of a
total of $2,999.99 or less. With the exception of some Public Works
projects, all other purchases must be processed through the Purchasing
Division.
2.3 TOTAL DOLLAR LIMITS/APPROVAL REQUIREMENTS TO SUBMIT A
PURCHASE REQUEST is defined in the following table.
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: PURCHASE REQUEST SECTION. G NUMBER: 2.0
TOTAL DOLLAR LIMITS AND
APPROVAL REQUIREMENTS
PREPARED BY: Purchasing REVISED DATE: 04/26/2013
PAGE: 2 of 3
The following standard approval route applies to all City Departments:
CITY OF GRAPEVINE APPROVAL ROUTING REQUIREMENTS
Dept.
Total Type of Responsible
Amount of Bid/Quotes for Type of Approval/s
Request* Required Bid/Quotes Required* Other Requirements
$50,000.00 Sealed Purchasing** Supervisor Formal Advertisement
and above Department Director Sealed Bid (Paper or
Finance Account Check Electronic)
Budget Check Agenda Memo w/bid
City Manager or Designate tabulation
Purchasing Dept Processing Resolution (if
City Council Approval required***)
$49.999.99 Minimum 3 Purchasing Supervisor Paper or Electronic
to Written Department Director Quotation
$15,000.00 Quotations Finance Account Check Agenda Memo w/bid
Budget Check tabulation
City Manager or Designate Resolution (if
Purchasing Dept Processing required***)
City Council Approval HUB Check Required
$10,000 to Minimum 3 Purchasing Supervisor Paper or Electronic
$14,999.99 Written Department Director Quotation
Quotations Finance Account Check HUB Check Required
Budget Check
Purchasing Dept Processing
$5,000 to Minimum 3 Purchasing Supervisor Paper or Electronic
$9,999.99 Written Department Director Quotation
Quotations Finance Account Check HUB Check Required
Budget Check
Purchasing Dept Processing
$3,000 to Minimum 3 Purchasing Supervisor Paper or Electronic
$4,999.99 Written Finance Account Check Quotation.All$3,000&
Quotations Purchasing Dept Processing above quotes require
HUB check
<$3,000.00 Not Required Department Supervisor Quotes not required
but recommended
*Approvals apply to all Finance Forms including Purchase Requests,Check Requests,Purchasing Cards and all Petty Cash,Travel and
other type of forms.**In order to comply with State law all bids/quotes should only be taken by Purchasing and not by the department before
submitting the request. Departments may specify vendors they would like to receive a bid but should not take quotes in advance.
***Resolutions are required for sole or single source procurements and Interlocal/cooperative Agreements.
�'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: PURCHASE REQUEST SECTION: G NUMBER: 2.0
TOTAL DOLLAR LIMITS AND
APPROVAL REQUIREMENTS
PREPARED BY: Purchasing REVISED DATE: 04/26/2013
PAGE: 3 of 3
2.4 PROCUREMENT'S REQUIRING CITY COUNCIL APPROVAL
Any procurement made for $15,000 on up must be approved by the City Council
PRIOR to the purchase being made.
2.5 PROCUREMENT'S REQUIRING CITY MANAGER APPROVAL
The City Manager or his designee must approve all purchase requisitionsfor
$15,000 and up.
2.6 PROCUREMENT'S REQUIRING BUDGET MANAGER APPROVAL
The Budget Manager or his designee must approve all purchase requisitions
for $5,000 and up.
2.7 LEASE FUND PURCHASES
The Administrative Services Director of the City of Grapevine must approve all
Lease Fund Purchases.