(A) Approvals.
(1) Purchases require a purchase order.
(2) Purchases of less than $25,000 can be approved by the Village Manager.
(3) All purchases $25,000 and over require Council approval by ordinance. A formal bid process per R.C. § 735.05 (unless purchase falls under one of the stated exceptions in R.C. § 735.05) shall be required for any purchase $50,000 or greater, and the vendor can not have any unresolved findings for recovery issued by the AOS per R.C. § 9.24.
(4) Then and now certificates for $3,000 or more require Council approval within 30 days of certificate per R.C. § 5705.41(D).
(5) Emergency purchases must be authorized by the Village Manager unless the village is in a declared state of emergency. Emergency purchases of $3,000 or more will be reported to Council no later than the next Council meeting.
(B) Vendor quotes.
(1) Purchases of $10,000 or less may require two or more quotes as determined by the Village Manager. Written quotes are preferred.
(2) Purchases of $10,000 or more require three or more quotes. Written quotes are preferred. If three quotes cannot be obtained, the department head should include a written explanation with the requisition.
(3) Quotes are not required if purchasing under the state’s Cooperative Purchasing Program or if purchase is classified as a professional service including, but not limited to, attorneys, bond counsel, CPAs, consultants, engineers, financial advisors, physicians, and real estate brokers.
(C) Document retention. The following documents will be retained in the finance department vendor files until destroyed as outlined in the village’s record retention policy: requisition packet, including quotes and invoice packet including purchase order; then and now form; and purchase increase request form as applicable. All W-9 forms will also be retained in the vendor files.
(Res. 2013-65, passed 1-6-2014)