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Purchasing

Purchasing is the responsibility of every department. The Finance Department wrote the City's Purchasing Policy and consults with each department on its implementation. 
  1. There are several levels of purchasing authority.
    1. Each department head has a dollar amount of purchase authorization. They can also permit persons under their jurisdiction to have the authority not to exceed the overall departmental level.
    2. The City Manager has a higher dollar amount of authorization. He can supplement a department head's authority by adding his signature to an invoice or purchase order.
    3. The City Council must approve any purchase that exceeds the authority level of the City Manager. The City Council does not have to approve all purchases after the fact. It can grant the City Manager authority to negotiate the best price and complete the transaction.
  2. There are also several methods of purchasing.
    1. Purchases under $1,000 can be made by a verbal agreement by a department head or other approved employee.
    2. Purchases over $1,000 need a purchase order or other method of approval. The City Manager must also sign purchase orders above the department head's dollar authority.
    3. Purchases and projects costing under $25,000 may be authorized by purchase order or a negotiated contract.
    4. Purchases and projects estimated to cost between $25,000 and $75,000 may be authorized by an informal bidding process.
    5. Projects estimated to cost over $75,000 go through a formal bidding process.
    6. Any purchase may be accomplished using a formal bidding process at the discretion of the department head or the City Manager.
    7. Vendors wishing to be put on a bid list are encouraged to submit a letter to the City outlining the projects or services to be provided.
Generally, purchases and services approved by the City Council or evidenced by a signed contract or agreement do not also need a purchase order.