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Purchasing Matrix

Amount

Requirements

Up to $1,000 Pre-Purchase Requirements None

Comparison shopping recommended

Alternatives for Payment Petty Cash (up to $50 with advances authorized)

BoulderCard (maximum purchase amount for each card determined by dept)

DV

DPO

FPO (will be discontinued)

Approvals Required Petty Cash and BoulderCards - per policy

Other transaction - purchaser only (BFS provides audit trail)

$1,000

to

$10,000

 Pre-Purchase Requirements None

Comparison shopping recommended with documentation/rationale in note pad

Alternatives for Payment DV

Purchasing Card (up to $5,000 with max purchase amount for each card determined by dept)

DPO (if required by vendor)

Approvals Required BoulderCards - per policy

Other transactions - Initiator plus authorized departmental approval req'd

$10,000

to

$50,000

 Pre-Purchase Requirements 3 informal quotes, sole source rationale, pre-qualified vendor, or Annual Contract and Pricing Agreement required documented in note pad
Alternatives for Payment DV

DPO (if PO req'd by vendor)

Approvals Required Initiator plus 1 departmental approval (supv level or higher)
Over

$50,000

 Pre-Purchase Requirements Formal bid with advertising, pre-qualified vendor through formal process, sole source justification approved by City Manager or Annual Contract and Pricing Agreement req'd.  Document selection process utilized or reference bid number in the note pad

RQ and PO approved by the Purchasing Division

Check with the Purchasing Division to determine contract, insurance, and bonding requirements

Alternatives for Payment Pay off PO

DV with reference in the note pad to the authorizing document (contract, bid,  Annual Contract and Pricing Agreement etc)

Approvals Required Initiator plus 1 departmental approval (supv level or higher)

RQ approved by Purchasing Division

Notes:

  1. Check with the Purchasing Division for clarifications of requirements related to construction, consulting or other purchased services
  2. The City encourages the procurement and use of recycled and environmentally friendly products.
  3. Purchases of fixed assets ( single items of furniture or equipment costing $5,000 or more with a useful life of greater than 1 year) should be initiated on a requisition with the proper capital object number.  Computers (CPUs & printers) are considered fixed assets regardless of price.
  4. The purchase of computers, computer related equipment or software, must be approved in advance by the Information Technology Department.
  5. The City Manager must sign all contracts for and on behalf of the City after they have been reviewed and approved as to form by the City Attorney's Office.
  6. City policy requires awarding bids to the lowest cost proposal satisfying the minimum requirements and the responsibility criteria of the project.  Total life cycle cost may be considered.
  7. Individuals classified as Independent Contractors must be pre-qualified under 20 Questions criteria before being retained to provide a service to the City.

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