Finance Committee Agenda and Packet 2021 05 17

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SUBJECT: PURCHASING POLICY DATE: MAY 17, 2021 PAGE2OF4 SECTION II — PURCHASING LEVELS < $50.00 $50.01 - $2,499.99 $2,500 - $9,999.99 $10,000 - $24,999.99 $25,000 - $99,999.99 $100,000 & > all purchases Bid/ Proposals & Forms Petty Cash Requisiti on Form Check Request 1.A minimum of three (3) telephone bids/quote s/proposal s 2.Contract as appropriat e 3.Purchase Requisition 4.Check Request 1.Written Bid Process with a minimum of three (3) written bids/quotes / proposals 2.Contract as appropriate 3.Purchase Requisition 4.Check Request 1. Compet itive Bid Process 2. Contrac t approved by City Manager Purchase Requisition 3. Check Request 4. City Manager notifies City Council of expenditure approval. 1. Competiti ve Bid Process 2. Contract approved by the City Council 3. Purchase Requisition 4. Check Request City Council approval required if project not in the annual budget. Approvals Manager Department Director or Designee Department I Director & Finance Director Department Director, Finance Director, & City Manager Department Director, Finance Director, & City Manager Department Director, Finance Director, City Manager & City Council Amendment s & Change Orders Increases greater than 5% or $2,500 (excluding any contingency) require additional approval 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. CITY COUNCIL COMMUNICATION 7