Title
Consider/Discuss/Act on a Resolution Adopting the Procurement Policy and Procedures Manual
Summary
COUNCIL GOAL: Operational Excellence
(2C: Identify opportunities for internal efficiencies and continuous improvement to affect a high performing organizational culture)
MEETING DATE: October 6, 2020
DEPARTMENT: Procurement Services
CONTACT: Lisa Littrell, Procurement Services Manager
RECOMMENDED CITY COUNCIL ACTION:
• Approve resolution adopting the Procurement Policy and Procedures Manual
ITEM SUMMARY:
Revisions to the existing policy were drafted to allow for fluidity, compliance, and efficiency in our Procurement operations. Notable revisions are as follows:
• Department Name Change - To capture all aspects of services provided by the department, name change from Purchasing to Procurement Services Department.
• Chapter 8 - Local Business Differential - Chapter added to provide consideration of location for local businesses when awarding bids.
• Chapter 12 - Purchases between $3,000 - $50,000: Ceiling increased from $25,000 to $50,000. Procurement Services or User Department will solicit written price quotations from a minimum of three sources to assure fair and reasonable competition.
• Chapter 13 - Purchases between 25,000 - $50,000: Removal of this Chapter resulting from ceiling increase in Chapter 12.
• Chapter 18 - Procurement of Professional Services:
o Vendor Pools - removal of memo requirement for pre-qualified vendor pools.
o Professional Service Contract informal process increase to $100,000. Procurement of professional services are not required to be procured through a competitive process therefore increasing to $100K is not contradictory with City Charter.
• Chapter 25 - Disposal of Surplus Items: Added the ability to:
o Evaluate options for surplus items that may be used for trade-in credit towards replacement or supplemental purchases
BACKGROUND INFORMATION:
• Policy Attached
• Proposed policy has been reviewed and revised by legal counsel
FINANCIAL SUMMARY:
• N/A
BOARD OR COMMISSION RECOMMENDATION:
• N/A