Finance Committee Agenda and Packet 2015 10 19

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SUBJECT: DATE: PURCHASING POLICY LIMITS OCTOBER 19, 2015 PAGE3OF4 City Manager $25, 000 -$49,999.99 $25, 000 -$99,999.99 Bid /Forms Required • Competitive Bid Process • Contract • Purchase Requisition • Check Request • Competitive Bid Process • Contract • Purchase Requisition • Check Request Approvals Required Department Director Finance Director City Manager City Manager notifies City Council of contract approval NOTE: Any project /purchase in this price range not approved in the annual budget process requires City Council approval. Department Director Finance Director City Manager City Manager notifies City Council of contract approval NOTE: Any project/purchase in this price range not approved in the annual budget process requires City Council approval. $50,000 and above $100,000 and above Bid /Forms Required • Competitive Bid Process • Contract • Purchase Requisition • Check Request • Competitive Bid Process • Contract • Purchase Requisition • Check Request Approvals Required Department Director Finance Director City Manager City Council Department Director Finance Director City Manager City Council Additional Considerations: Any proposed purchase in the following categories shall require City Council approval: • Any request for proposal for consulting services over $50,000; • Any sole source item over $50,000; • Any item over $50,000 that is more than 10% over the approved budget; • Any item with policy implications not previously addressed and resolved by City Council. Further, every City employee responsible for approving any contract— regardless of the dollar amount —shall refer to the City Manager for consideration any contract they believe may have such policy implications. Staff would continue to secure Council approval of all expenditures over $100,000 AND any project or purchase covered by the "Additional Considerations" provisions noted above. Additionally, the City Manager has the discretion to bring to the City Council any purchase /project he determines should have the Council's explicit approval because it may be of special interest. Regardless of the approval level, all projects over $2,500 will continue to require a minimum of three quotes or bids. As the price of the purchase increases so do the FINANCE COMMITTEE COMMUNICATION 12