HomeMy WebLinkAboutResolution 2002-113CITY OF LAKE ELMO
WASHINGTON COUNTY, MINNESOTA
RESOLUTION N0.2002 -113
RESOLUTION AUTHORIZING MINOR MODIFICATION
TO PURCHASING POLICY
WHEREAS, the City of Lake Elmo has an established policy governing purchases of supplies,
equipment and other materials necessary to provide services to the residents;
WHEREAS, the City's purchasing policy was last updated on May 21, 1996;
WHEREAS, the current purchasing policy contains a requirement that purchases in excess of $50
require the completion and submittal of a purchase requisition;
WHEREAS, the Lake Elmo City Council recognizes the need to increase the purchase requisition
provision from $50 to $200.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE
ELMO, MINNESOTA THAT:
The purchasing policy dated April 17, 1979 and last revised on May 21, 1996 shall be
modified as follows:
a. For all purchases $200.00 to $1000, whether budgeted or unbudgeted, three written
quotes shall be obtained and attached to the purchase requisition for approval by the
City Administrator.
b. For all purchases $200.00 to $1000, the Department Head shall submit a purchase
requisition. to the Finance Director, signed and, approved by the Department Head and
City Administrator.
c. For all purchases $200.00 to $1000, the purchase requisition signed by the Department
Head and City Administrator, along with the three written quotes shall be submitted to
the Finance Director, attached to the invoice for the purchase and retained in according
with the record retention schedule.
Staff and Department Heads will comply with the City's purchasing policy requirements.
ADOPTED, by the Lake Elmo City Council on 'the 15t" day of October, 2002.
Lee Hunt, Mayor
ATTEST:
... --
Mai L, t ffner, Ci• y Administrator
CITY OF LAKE ELMO
PURCHASING POLICY
1. DEFINITIONS:
vital Purchase - Purchase of any physical property of value greater than $500.00
and an expected life of 5 years or more.
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3.
Capital Improvement Plan - A 5 year plan to purchase new or replacement equipment
of facilities; revised annually.
Capital lmorovement Reguest Form - The form submitted by the Department for
approval of C.I.P. purchases, Copy attached hereto.
For all purchases above $50.00, the Department Head shall submit a purchase
requisition to the Finance Director,
LEVELS OF CONTROL:
EXPENSES to $200
EXPENSES $200 - $500
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Unbudgeted
Purchases within budget based on
Discretion of Department Head.
Department Head can approve
purchase based on three quotations.
Administrator takes request with price
quotations to City Council for, approval.
Budgeted Department Head obtains three quotes.
City Administrator or Finance Director
approves purchase,
Unbudgeted Administrator takes request with written
price quotes to City Council for approval.
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Budgeted & Written quotes mandatory to City
Identified Council; Council may require sealed
bids; Council approves purchase,
Unbudgeted or Written quotes and budget status
Not Idented In mandatory to City Council; Council may
Budget require sealed bids; Council approves
purchase.
EXPENSES OVER IL5,000 Sealed bids mandatory; Proper bid and
contract procedures followed; Council
approves issuance of bids and purchase.
!Vote A: If sealed bids are not received, written quotes may be obtained up. to
25.000. State statutes require sealed bids over IRLOOO.
Note S: An emergency expenditure that is required to restore operational
capabilities can be approved by the City Administrator or Finance
Director. A written explanation of the expenditure is added to the
claims for City Council review.
Note C: Exception to the sealed bid requirement for joint government purchasing
allows the city to authorize those if the proper sealed bid procedure has
been followed by the authority who has accepted the bids intially.
4. All purchases on the Capital Improvement Plan (C.I.P.) shall be referred to the
Maintenance Advisory Committee (M.A.C.) for review and recommendation to the City
Council. Department Head will complete a Capital Improvement Request form and
submit to City Administrator for approval. Approved form is submitted to the M.A.C. for
review. Other capital purchases may also be referred to the M.A.C. by the Council.
5. Petty cash funds may be established to handle small City purchases where the City
1' does not have an account with the supplier.
Fire Department - $50.00
City Office - $50.00
Maintenance Department d $50.00
Parks department - $50.00
6. City Council members will continue to have $500.00 authorization for emergency
purchases subject to subsequent Council approval.
7, All expenses will be approved with claims by City Council.
8. The City's purchasing policy will be amended as State Statutes are revised.
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