05-12-26 City Council Workshop Packet

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For contracts let on sealed bids, the department head or designee shall prepare contract and bid specifications in conjunction with the project. The City Council shall approve the specifications and authorization to place and advertise for bids. The request for bids must be published at least once in the official newspaper and at least ten days in advance of the last date for the submission of bids. Bids must be kept on file. If there was no notice given or sealed bids solicited, documentation that a special emergency (a situation requiring immediate action essential to the health, safety, or welfare of the City) existed is required. If the contract was not awarded to the lowest responsible bidder, reasonable and appropriate reasons must be documented by resolution. Public improvement contracts will follow other requirements as outlined in Minnesota Statutes. 6.3 State of Minnesota Cooperative Purchasing Venture For contracts related to the purchase of supplies, material, or equipment over $25,000, the City must consider the availability, price, and quality of the supplies, materials, or equipment available through the State’s cooperative purchasing venture before purchasing through another source. 6.4 Purchase Orders All purchase orders must be obtained prior to the ordering of merchandise or services. If exact costs are unknown, an estimate will be sufficient. The Purchase Order shall be completed and signed prior to purchasing the item requested. The Purchase Order shall include: • The date of purchase order, • The purchase order number (sequentially numbered), • The name, address, and contact information for the vendor, • A description of the item(s) to be purchased, • The quantity, • The cost including tax and shipping if available, and • The budget code to be charged. The Purchase Order shall be signed by the Department Head, the Finance Director, and the City Administrator. A copy of the Purchase Order shall be given to the Finance Department prior to the purchase. The quotations obtained for the item(s) to be purchased should be attached the purchase order unless special circumstances are noted. The department head is responsible for ensuring that adequate funds are available in the budget for the item(s) requested. After the above steps have been completed, the item(s) may be purchased. 6.5 Exceptions to Requirement for a Purchase Order The exceptions to the requirement for a purchase order are the general categories of refunds, meeting expenses, travel authorization, mileage reimbursement (for which the claim forms are provided), utility bills, maintaining inventory and items for resale, and certain recurring