How We Buy
As a government agency, we conduct our business in an open and competitive fashion in accordance with ordinances approved by our City Council.
The City Of Lansing Purchasing Policy is based on a competitive bid process as outlined in the Purchasing Ordinance, Local Preference Ordinance, Supplier Diversity Ordinance and any Executive Order then in effect. Purchases are made on the basis of the best-evaluated bid, which may include quantity, quality, service (which includes delivery) competitive market prices, value added services and risk assessment.
As a public agency, all business transactions are a matter of public record. Business should be conducted in a sincere, open and fair manner. It is expected that all pricing, service and delivery agreements will be adhered to.
The City of Lansing adheres to the provisions of the City of Lansing's Ethics Ordinance. In accordance with the Ethics Ordinance, suppliers should not offer gifts to City employees. We prefer that incentives be expressed in terms of quality, service and bid price.
Suppliers who are related to a City Of Lansing employee should contact Stephanie Robinson at (517)483-4124 to discuss the Ethics Ordinance prior to doing any business with the City Of Lansing.
All City of Lansing employees are covered by the Ethics Ordinance and should contact Stephanie Robinson at (517)483-4124 if they have an outside business.
The Mayor of the City of Lansing is the only person who may legally bind the City for payment for goods and services at dollar levels over $15,000.00. The Director of Finance or their representative (the Interim Purchasing Manager) may legally bind the City for payment of goods and services at dollar levels up to $14,999.99.
No other individual within the City has the authority to bind the City for payment of goods or services.
No materials may be shipped nor any service performed with a value over $2500 without competitive bids/quotes and a City of Lansing purchase order unless purchased with a procurement card. All orders must have a City of Lansing authorized purchase order number or authorized procurement card number.
All initial sales representative contacts with the City of Lansing should be with a Purchasing Office Senior Buyer. If a review of your business capabilities looks like it could be a match for our needs, the Buyer will assist you in identifying the City Of Lansing departments and employees that you should contact. When suppliers bypass this portion of the process and go directly to the City's departments before meeting with a Buyer, the contract award process may be delayed due to issues related to Tax Exemption Status, Credit Applications, legal requirements, etc.
Up to $5,000
Employees may use their procurement card, if available. Employees are asked to use their best judgment for the City's best interest.
Quotes: $5,000 to $14,999
Formal, written quotes are required, unless specifically exempted, and may be received via U.S. mail, in person or fax. At the professional judgment of the senior buyer, informal quotes may be received electronically, in written form or via fax. Quotes do not have formal public openings.
Bids: $15,000 and over
Formal sealed written Bids and Request for Qualifications and Proposals are issued by the Purchasing Office and are required unless specifically exempted.* Public bid openings are held. Request for Qualifications and Proposals do not have public openings. Bid and proposal requests will be advertised in a local publication (City Pulse), through the MITN web site (www.mitn.info) or another publication if directed by the requesting department.
*Consult a Senior Buyer for exemptions on bids.
Types of Contracts
The Purchase Order is the standard contract form used by the City of Lansing for routine purchases. Formal contracts may be used for specific purchases, however a purchase order will also be issued. The Purchasing Office issues all Purchase Orders.
In order to best serve the interests of city government and the business community, the Purchasing Office utilizes, to the maximum extent possible, contracts of multiple year duration where it makes economic sense to do so. Therefore, products or services which lend themselves to contracts will be solicited far more infrequently than with usage that does not warrant a contract.
The supplier shall prepay freight charges so the City of Lansing does not receive a separate invoice from the freight company. Terms are FOB Destination, Freight Prepaid, or Pre-pay and Add.
The City of Lansing is not responsible for payment of unauthorized purchases made without a Purchase Order or in violation of our Procurement Card policy or other Purchasing Ordinances.