05-12-26 City Council Workshop Packet

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Page 2 of 5 The City Administrator is hereby designated the Purchasing Agent, hereinafter named “Agent,” for the City. The Agent may delegate authority to any designee for the preparation of specifications, the obtaining of quotations as may be required, and the purchase of items as specified in this policy. • The terms of this policy are applicable to the purchase of all budgeted goods and non-professional services, and non-budgeted items. . • City departments shall adhere to this purchasing policy. • The Agent is hereby granted the authority to make all budgeted purchases in accordance with the provisions of this policy for all items not specifically requiring Council approval. For items requiring Council approval, the Agent is authorized to solicit bids or quotes for Council approval. PURCHASES REQUIRING COUNCIL APPROVAL Prior approval of the City Council is to be sought for all purchases in excess of ten thousand dollars ($10,000.00), except for the following: • Professional services such as legal, engineering, auditing that are rendered under an approved contract for such services. • Utility expenditures such as electricity, natural gas and telephone services for all city owned properties. • Payroll and related expenses such as employee medical premiums, pension payments and mandatory State and Federal withholding. • Routine expenditures such as insurance premiums and bond payments which received prior Council approval and authorization through the budgetary process. • Public improvement projects ordered by the City Council such as street paving, seal coating, sewer, water and storm sewer. PETTY CASH DISBURSEMENTS Items purchased having a value that is less than twenty dollars ($20.00) may be paid for from the Petty Cash Fund. The Petty Cash Fund shall be maintained at City Hall. All reasonable effort shall be made to maintain the petty cash fund cash on hand at less than two hundred dollars ($200.00). A log of petty cash fund transactions shall be maintained by City Hall. PURCHASES UP TO $10,000.00 City Department Heads are authorized to purchase materials, equipment and services having a value up to ten thousand dollars ($10,000.00) without prior approval, providing there is funding in the budget for said purchases. Generally, these types of purchases are for services, materials, supplies and equipment needed for day-to-day operations The authority to award or reject any and or all bids, proposals, and/or quotes in the amount of $9,999.00 or less for all budgeted purposes may be delegated by the Agent