05-12-26 City Council Workshop Packet

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Purchasing Policy 1.0 Organization Affected All Departments and the Municipal Liquor Store. 2.0 Policy Objectives The objectives of the policy guidelines are: • To support the local firms and merchants within the community whenever possible subject to meeting other expenditure guidelines objectives. • To ensure City Funds are only used for public purposes. • To obtain supplies, equipment, and services as economically as possible. • To purchase materials which are best suited to the specific needs of departments. • To improve the speed of delivery to departments by predetermining, through contracts or other appropriate means the sources of supply before the actual needs. • To promote fair and open competition among bidders. • To ensure compliance with all applicable policies, statutes, and regulations of the City, the State, and the Federal Government. 3.0 Local Purchasing Objectives and Criteria Purchasing from local business and merchants is a high priority to support the economic vitality of the Rogers business community. Whenever economically possible, local vendors will be included in obtaining bids, quotes, or estimates to obtain supplies, equipment, and services. A local vendor may be selected on any of the following criteria: • Low cost • Availability of goods and services required by City departments • Reduction of shipping or delivery costs and delivery time • Quality of services and/or products 4.0 Public Purpose All expenditures incurred by the City must be for a public purpose. An expenditure is made for a public purpose when it meets all of the following criteria: • The expenditure must benefit the community as a body; • The expenditure must be directly related to functions of the government; and • The expenditure does not have as its primary objective the benefit of a private interest. 5.0 Prohibited Practices All employees of the City shall comply will all City, State, and Federal statutory requirements regarding purchase of materials or services. The following practices are also specifically forbidden so as to not create a conflict of interest: • Using information available to an employee solely because of their position for personal profit, gain, or advantage. • Directly or indirectly furnishing estimating services, or any other services or information not available to all prospective bidders, to any person bidding on, or who may reasonably be expected to bid on, a contract.