GENERAL PURCHASING INFORMATION Departments shall make purchases using a Purchase Order (PO) or utilizing a Purchase Card (P-card). Departments, except for the Finance Department’s Purchasing Division (Finance), shall only purchase Capital Assets with a PO due to additional approval requirements. The Department shall make all purchases according to the City’s Purchasing Playbook regardless of the payment method used. The PO process begins with the Department Purchasing Liaison (PL) completing a requisition (see Appendix— Munis). Requisition approvals adhere to the following:
Who Approves
At What Level
Department Approvers as Determined by Director Purchasing Assistant Purchasing Manager Accounting Manager City Manager or Designee
All Requisitions $3,000 to $24,999 $25,000 and more Capital Assets (59XXXX and Project Funds) $5,000 and more
Sales Tax As a municipality, the City is exempt from paying sales taxes on all purchases. The only exception would be for travel related expenses. The City’s tax exemption certificate is available on the City’s external purchasing web page.
Freight and Shipping The preferred method for shipping items to the City is FOB (Free on Board) Destination, which makes the vendor responsible for the shipment until the City inspects and accepts it. The vendor selects the shipper and is responsible for the risk of transportation, including filing for losses or damages.
Recycled Materials Preference shall be given in purchasing of products made of recycled materials if the product meet applicable specifications as to quantity and quality and the average price of the product is not more than 10% greater than the price of comparable nonrecycled products. Preferences will be applied in accordance with state procurement statutes and rules.
P U R C H A S I N G P L A Y B O O K | CITY OF SOUTHLAKE
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