2023-74-City of Lakewood's Financial Internal Controls

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DocuSign Envelope ID: 367FCF1C-76A5-40DB-805C-A6E1CDEF2584 Lakewood Financial Internal Controls Bid / Request for Proposal Process The purchase of any products or services that exceed $75,000 must be publicly bid or solicited by a Request for Proposal (RFP). For Items Less than the Bid / Request for Proposal Thresholds When making purchases less than $75,000, there must be three (3) quotes or attempts of quotes to obtaining the lowest and best price before purchasing goods/materials, if a bid exception is not met. • Quotes are identified in the general ledger system at the time requisitions are entered, and documentation is required with orders. • An exception to the above bid requirements may be granted by the Finance Director if less than $50,000 and if the requesting Department head clearly identifies a supply chain or timing issue, or other circumstance or operational emergency that may otherwise cause a disruption in City services or put a City asset in peril; and for which the normal purchasing process may not be in the City's best interest. o The exception must be supplied to the Finance Director in writing, including an electronic format. Bid/Quote Exceptions Exceptions to the requirement to bid occur if • Items can be purchased through or at an amount equal to or less than the amount of a participating vendor through the State of Ohio's Cooperative Purchasing Program or other purchasing consortiums in which the City participates, or if • The item is supplied by a sole source. • A full list of other exceptions is outlined in Chapter 111.04(a) of the Lakewood Codified Ordinance and includes professional or technical services, including, without limitation, services of engineers, architects, attorney, accountants, or other professional or technical consultants. The City must publish notification of its intent to issue a bid/RFP and instructions regarding the availability of specifications as set forth in Codified Ordinance 111.04. The deadline for submittal of a bid/RFP is at least two weeks from the date of publication. A submitted bid must also contain the following: • A signed and notarized Non -Collusion Affidavit; o The Non -Collusion Affidavit must include a list of the officers of the submitting company that is reviewed during the contract award process for identification of any conflicts of interest between elected officials or city staff, and company ownership. • A Signed and notarized Ethics Affidavit; and • A bid guarantee in the form of a bid bond. Additional items included in the bid document that do NOT have to be submitted with the bid are (a) MacBride Principles; (b) Insurance Requirements Checklist; and (c) Personal Property Tax Affidavit.