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HomeMy WebLinkAbout1983-172 CCRMember Rich Theis introduced the following resolution and moved its adoption: RESOLUTION NO. 83 -172 RESOLUTION AMENDING A CITY PURCHASING POLICY WHEREAS, Section 6.05 of the City_Charter of the City of'Brooklyn Center does direct the City Council to establish and maintain a purchasing policy for the City of Brooklyn Center. BE IT, THEREFORE, RESOLVED by the City Council of the City of Brooklyn Center that the purchasing policy of the City of Brooklyn Center shall be as follows: CITY OF BROOKLYN CENTER PURCHASING POLICY PURPOSE: It shall be the purpose of the Purchasing Policy of the City of Brooklyn Center to: (1) Assure that all purchases are made in accordance with the laws of the State of Minnesota, the City Charter, and other policies of the City of Brooklyn Center. (2) Assure that all purchases are charged to the proper account. (3) Assure vendors that the purchase is authorized and that their invoices will be paid promptly. (4) Assure uniform purchasing procedures within the City's departments. (5) Assure the City Council and the City Manager that adequate controls over the purchasing function are well established and are adhered to. DEFINITIONS: For the purposes of establishing procedures for the City of Brooklyn Center, the following definitions shall apply:- CONTRACT FOR SERVICES: A "contract for services" means an agreement entered into by the City for the use of professional services such as consultants, auditors, legal counsel, and architects. "Contract for services" shall also include an agreement entered into by the City for insurance coverages. CONTRACT FOR PURCHASES: A "contract for purchases" means an agreement entered into by the City for the purchase of supplies, materials, equipment or the rental thereof, or the purchas, construction, alteration, repair or maintenance of real or personal property. RESOLUTION NO. 83 -172 CONTRACT FOR LIQUOR STORES MERCHANDISE PURCHASES: A "contract for liquor stores merchandise purchases" means an agreement entered into by the City for the purchase of merchandise for resale in the City's off -sale liquor stores. PROCEDURES: For the purpose of establishing purchasing procedures, "contracts for services" and "contracts for purchases" shall be divided into separate purchasing categories according to the real or estimated cost of the services or purchases. The purchasing categories shall be: Category I: $15,000 or more Category II: $5,000 or more, but less than $14,999 Category III: $2,000 or more, but less than $5,000 Category IV: Less than $2,000 CONTRACT FOR SERVICES procedures by category shall be as follows: Category I, Cateqory II, Category III: ($2,000 or more) Contract awarded by the City Council upon recommendation of the City Manager. Category IV: (Less than $2,000) Contract awarded by City Manager. i CONTRACT FOR PURCHASES procedures by category shall be as follows: f F Category I: g y ($15,000 or more) a. Awarded by City Council upon recommendation of City Manager. b. Contract awarded by City Council upon receipt of sealed bids in accordance with the Uniform Municipal Contracting Law, M.S.A. Section 471.345. Category II: ($5,000 through $14,999) a. Awarded by City Council upon recommendation of City Manager. b. Contract awarded by City Council in accordance with the Uniform Municipal Contracting Law, M.S.A. Section 471.345 upon either: (1) receipt of sealed bids. (2) receipt of two or more written quotations when possible. Category III: ($2,000 through $4,999) a. Awarded by City Manager. b. Contract awarded by City Manager upon receipt of two or more written quotations when possible. Category TV: (Less than $2,000) a. Awarded by City Manager. b. Contract awarded by City Manager upon receipt of two or more written or oral quotations when possible. RESOLUTION NO. 83 -172 CONTRACT FOR LIQUOR STORES MERCHANDISE PURCHASES: Categories I through IV: (All amounts) a. Awarded by City Manager. b. Contract awarded by City Manager upon receipt of two or more written or oral quotations when possible. COOPERATIVE PURCHASING: contracts for purchases or services entered into through joint purchasing agreements with the State of Minnesota, Hennepin County or other governmental agencies for Categories I through IV shall be considered to meet the requirements of the City Purchasing Policy. GENERAL POLICIES: 1. The City Manager shall establish written detailed purchasing procedures which are necessary to supplement the City Council's purchasing policy and which are necessary to maintain adequate controls over the purchasing function. 2. Checks shall be issued regularly on the second and fourth Mondays of each month to pay the City's outstanding warrants, or whenever else necessary to guarantee cash discounts, or whenever else deemed necessary by the City Manager. 3. The City Manager shall have the responsibility to expend funds necessary to assure the continued operations of the City's functions in accordance with State laws, City Charter, this purchasing policy and the City Budget. 4. The City Manager shall keep on file for'public inspection, through the Department of Finance, a listing of all cash disbursements made by the City during the current calendar year. November 7, 1983 Date ATTEST: Clerk moor The motion for�'the adoption of the foregoing resolution was duly seconded by member Celia Scott and upon vote being taken thereon, the following voted in favor thereof: Dean Nyquist, Gene Lhotka Celia Scott, Bill Hawes, and Rich Theis; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted.