2012/03/14 Council Agenda Packet

Competitive Negotiation Thresholds—Old Similar to competitive bidding, the policy drew • Over$75,000 (Council Approval) distinctions that were too fine (requiring 6 • $50,000-74,999 advertisement and sealed bids, but not Council • Up to$49,999 approval). The new division will provide Competitive Negotiation Thresholds—New consistent expectations for staff and vendors. • Over$100,000(Council Approval) • Under$100,000 Policy Section 7.3 Determination that Competitive Negotiation is While the department heads may provide input, the appropriate is made by Purchasing Manager Purchasing Manager is in the best position to instead of Department Heads objectively make this determination. Policy Section 7.0 Increase in Purchasing Manager's Sole Source Consistent with new levels of authority. purchase authority. Previously required Council approval if over$75,000.Now requires Council approval if over$100,000. Policy Section 9.2 Reports to Council Previously required a monthly report of all procurements over$5,000 to be submitted to the Mayor, City Council,and finance director. Policy Section 10.0 Remove language relating to Sale of Personal Abrogated by City Ordinance Property Policy Section 15.0 Minor Changes Justification Additions to Special Categories Policy Section 1.6 Update Responsibility Criteria Reflects a change in state law • Policy Section 2.2.4 Update limits on City performed Public Work Reflects a change in state law (previously$20,000. Projects to $45,000 for single craft and for single craft and$35,000 for multiple craft). $90,000 for multiple crafts Policy Section 3.1 Integrate Small Works Roster into Purchasing Provides a single policy governing the City _ Guidelines purchasing. Policy Section 3.2 Update limits on use of Small Works Roster Reflects a change in state law (previously to $300,000 $200,000). Policy Section 3.2.1 Provides clear authority for Purchasing Current policy was unclear and having Manager to approve change orders on Small Purchasing Manager authorize is consistent with Works Projects award authority. Policy Section 3.2.6 Clearly allow departments to share pre- Impractical to require all departments to develop qualified lists for architects and engineers their own lists. Policy Section 4.1 FTA Required Provisions FTA auditor requested inclusion Policy Sections 4.0 and 7.0 Removal of Procurement Card Section A separate Procurement Card program and policy are being developed. RECOMMENDATION(Exact action requested of Council): Amend Ordinance 2458-00 To Update the City's Purchasing Guidelines. 64