City Council Minutes 2006 09 05 - Laserfiche WebLink

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City Council Meeting Minutes September 5, 2006 Page 3 of 8 The purchasing procedures for the City of Louisville have not been updated for over 7 years. In conjunction with the! conversion to Innoprise software, the new financial system, the Finance Staff wish to update those procedures. The proposed 2006 Purchasing Process is as follows: . Purchase orders were required for items over $1,000.2006 procedures require purchase orders for items over $2,500. . Limits have changed: 0 Current $2,500 - $4,9H9 requires 3 telephone quotes. 0 Current $5,000 - $9,9H9 requires 3 written bids. 0 Current $10,000 over requires formal bid. . New limits: 0 New $2,500 - $4,999 requires 3 telephone quotes. 0 New $5,000 - $15,000 requires 3 written bids. 0 New $15,000 over requires formal bid and council approval . Capitalization limit has been changed from $2,500 to $5,000. . Receiving documents and invoices are required to be signed by the receiving department and matched before preparation of the check request. All documents must be attached to the check request before processing. . The City Manager's approval of capital items has been raised from $2,500 to $5,000. . State bids are encouraged and will be permitted for equipment and vehicle purchases up to $100,000. Resolution No. 40, Series 2006 adopts the purchasing policy and purchasing card program requirements for the City of Louisville. Section 3.07.030 of the Louisville Municipal Code states thE! City Council may adopt by resolution procedures and regulations that are not inconsistent with the Chapter 3.07 of the Louisville Municipal Code. The City Attorney's office has reviewed the policy and drafted the resolution. Mayor Pro Tem Brown requested public comment. There were no comments. COUNCIL COMMENT Mayor Pro Tem Brown asked for clarification on the relationship between the ordinance and the resolution. City Attorney Light explained the ordinance codifies a clear statement of City Councils' purchasing requirements. The Resolution updates and approves a set of purchasing policies. Mayor Pro Tem Brown requested an explanation of the purchase cards. Finance Director Leslie explained the purchase cards reduce processing time for the Finance Department and allows the employees to purchase needed items in a timely fashion.