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STAFF REPORT <br />DATE: May 12, 2026 <br />DISCUSSION <br />TO: Mayor and Councilmembers <br />FROM: Nicole Miller, City Administrator and Clarissa Hadler, Finance Director <br />AGENDA ITEM: Purchasing Policy Review <br />CORE STRATEGIES: <br />☐ Vibrant, inclusive, connected community <br />☒ Responsive, transparent, adaptive governance☒ <br />☐ Managed Growth <br />☒ Efficient, reliable, innovative services <br />☒ Balanced Finances now and future <br />☐ Resilient Infrastructure <br />BACKGROUND: <br />The City’s Purchasing Policy was last reviewed in 2018. City policies are reviewed at regular intervals to ensure <br />alignment with internal practices, current Council goals, and state statute. In preparation for our review, we <br />reviewed the purchasing policies of 10 other metro cities. <br />ISSUE BEFORE COUNCIL: <br />What changes would the Council like to see to the Purchasing Policy? <br />PROPOSAL DETAILS/ANALYSIS: <br />The attached red-lined version of the City’s Purchasing Policy shows changes currently recommended by staff. <br />This is intended to be an initial discussion and staff will take Council feedback into further revisions. <br />The following are a few changes to note; <br />Removed processes that do not align with practices, are laid out in other policy or process documents, or <br />are not purchasing related, such as; cash receipting, payment vouchers, authorization forms. <br />Added a Quick Reference Guide to clarify the options for procurement at various purchasing amounts <br />and the approvals necessary. <br />Consolidated the Construction, Contract Services, and Purchase Contracts and the Professional Services <br />sections into one section. <br />Added a definition of the term “contract” and approval authority clarification. <br />Clarified which purchases are delegated to the City Administrator. <br />Clarified Lease language. <br />Added clarifying language regarding Uniform Municipal Contracting Law and aligned purchasing <br />thresholds with UMCL. <br />Added clarifying language regarding the RFP process.