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Purchasing and Accounts Payable

The Purchasing function is governed by purchasing policies approved by the City Commission in March, 2001. In summary, the policies recommend quotes for purchases of $2,500 to $5,000 and the department head has the authority to make those purchases. Purchases in the amount of $5,000 to $14,999 require written quotes. The division head has authority to make purchases up to $10,000 and the City Commission must approve purchases based on staff recommendations over $10,000.

Sealed bids are required for purchases in excess of $15,000. A notice of sealed bid is always posted on the website and is generally published in the Morning Sun. A public bid opening is held for the sealed bids and the staff makes recommendations to the City Commission for award of the bid most advantageous to the City.

The City has a local preference policy for businesses located within the City limits which allows a local differential as follows (but should not exceed $1,500).

Amount of Low Bid % Differential Allowed
$5,000 to $9,999 3%
> $10,000 2% up to $1,500

Payables Information

Individual invoices are approved by the departments purchasing the merchandise prior to payment. Checks for vendor payments are mailed after each City Commission meeting, which generally occur the 2nd and 4th Mondays of each month.