Title
Consider/Discuss/Act on a Resolution Adopting the Purchasing Policy and Procedures Manual
Summary
COUNCIL GOAL: Operational Excellence
MEETING DATE: September 20, 2016
DEPARTMENT: Purchasing Department
CONTACT: Lisa Littrell, Purchasing Manager
RECOMMENDED CITY COUNCIL ACTION:
* Adopt the Purchasing Policy and Procedures Manual
ITEM SUMMARY:
Revisions to the existing policy were drafted to insure compliance with legally mandated federal, state and local statutes, ordinances and codes, as well as provide uniformity with generally accepted purchasing practices. The updated policy includes comprehensive policies, procedures, and definitions in a clear, easy-to-read format. Notable revisions are as follows:
* Chapter 4 - Code of Ethics: New confidentiality statement provided by legal for inclusion
o Clearly defines close family members
o Clearly defines unauthorized person;
* Chapter 11 - Procurement Cards: Moved chapter up to follow open market purchases
o Language added requiring cards to remain in cardholder sleeve
o Prohibits travel/training related meals
o Language added clearly stating cardholders shall not approve their own transactions
o Updated the approval and reporting process
o City marketplace purchases is the only exception for purchasing contracted items with procurement card;
* Chapter 12 - Open Market Purchases between $3,000 - $25,000: Requisitions exceeding $3,000 routed through Purchasing for HUB/supplier sourcing;
* Chapter 13 - Purchases between $25,000 - $50,000: Formal quote threshold increased from $15,000 to $25,000;
* Chapter 16 - Competitive Purchases > $50,000: Modified to allow City Manager to authorize purchases under ITB/RFP process in the event bids/proposals received are less than $50,000
o Added provision addressing electronic responses;
* Chapter 19 - Procurement of Prof. Services: Language added to allow more flexibility, as allowed by Statute, than current policy in obtaining professional services (RFP ...
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