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City of St. Anthony Federal Procurement Policy PURPOSE To Assure that all City expenditures are lawful by satisfying the following: A. Public Purpose: As good stewards of public funds, City employees must use City funds for public purpose expenditures. B. Authority: There must be specific or implied authority for the expenditure in State Statute. Further, the expenditure must be authorized in accordance with the City’s annual budget process, or by budget amendment. C. Procedure: The expenditure must be properly approved by the City Council. D. This policy supersedes all previous federal purchasing policies and/or memos referencing procurement, travel or purchasing cards. OBJECTIVES This policy has the following objectives: A. To ensure that all City federal expenditures are lawful, as outlined in Section 1 of this policy. B. To ensure that taxpayer dollars provide goods and services as economically as possible. C. To establish uniform federal purchasing procedures for all City staff and across all departments. D. To ensure City federal expenditures are appropriately classified in the City’s financial records. E. To follow Minnesota Statute 471.345 Uniform Municipal Contracting law as it relates to the purchase of supplies, materials, equipment or the rental thereof, or the construction, alteration, repair or maintenance of real or personal property DECENTRALIZED PURCHASING The City of St. Anthony has a “decentralized” purchasing program where individual departments are responsible for making their own purchases. There are a few exceptions including the following: A. Technology (Hardware and Software). Authorized purchasers must consult with the Metro I‐Net or The Assistant to the City Manager prior to acquiring any hardware and/or software to ensure it is consistent with the Technology Plan. B. Vehicles. Authorized purchases must consult with the Public Works Director prior to acquiring vehicles and appurtenant equipment to ensure it is consistent with the maintenance resources. C. Building Maintenance. All building repairs and maintenance should be coordinated with the Public Works Director. D. Other. Significant volume of General office supplies, paper and stationery products, etc., consult with Finance Director. PURCHASE ORDERS Purchase orders may be used for any purchase, but requirements for their use are more specifically outlined in the authorization section of this policy. In instances where purchase orders are used, the following procedures are set forth: A. The vendor name, mailing address and contact information is required. B. A sufficient description and exact quantities of the respective purchase. C. A calculation of total cost, including applicable tax, shipping and handling charges. 1. In the instance where exact costs are not known, an estimate is acceptable. 21