3.08.030 Procurement procedures (goods and services).
   (a)   Method of procurement. Procurement shall not be knowingly staged or separated into smaller units or segments solely for the purpose of evading the requirements of this Chapter. The procedure to be followed in awarding contracts for goods and services is determined initially by the estimated cost to the City for the goods and/or services, as follows:
 
Dollar amount (not to exceed per project amount)
Procurement method
Up to $ 5,000.00
No competitive procurement
$5,000.01 to $50,000.00
See informal procurement (Sec. 3.08.040)
$50,000.01 and up
See formal procurement (Sec. 3.08.050)
 
   (b)   Scoring methodology and selection. The City Manager, or their designee, shall coordinate with City staff to determine the methodology that will be used to score and/or select bid(s) and shall ensure that informal procurement and formal procurement is used appropriately in accordance with the terms and conditions of this Chapter, including Section 3.080.040 (informal procurement) and Section 3.08.050 (formal procurement).
   (c)   Form of contract. Procurement valued under $25,000 may be memorialized by purchase order with standard terms and conditions previously approved by the City Attorney. Procurement valued at more than $25,000 shall require a written agreement for goods or services and shall be reviewed and approved as to form by the City Attorney, and such agreement shall be in addition to and not in lieu of a purchase order. Notwithstanding the foregoing, the City Attorney may authorize the use of a purchase order (with no additional written agreement) for procurement of goods or services over $25,000 if use of a purchase order would sufficiently protect the City's interest. Blanket purchase orders may be used but shall still comply with the requirements of Subsection (d). Procurement valued at $1,000 or less may be made with petty cash without a purchase order as long as the receipt is provided to the City Manager.
   (d)   Contract authority.
      (1)   After a bidder is selected, no services shall be commenced and no goods shall be delivered until a fully-executed contract is obtained in accordance with the following signature requirements:
 
Dollar amount (not to exceed annual amount)
Approval authority
Up to$ 5,000.00
Department Head
$5,000.01 to $50,000.00
City Manager
$5,000.01 to $50,000.00
City Council
 
      (2)   Notwithstanding any other language in this Code to the contrary, the City Manager shall have the contract approval authority to purchase motor vehicles in an amount not to exceed $75,000 per vehicle, using the most efficient procurement procedure available under this Chapter.
   (e)   Contract administration. Department heads shall supervise the inspection of goods purchased to ensure that the items conform to the quality expectations of the City. It shall be the responsibility of department heads to monitor adherence to the terms and conditions of contracts for services and to provide coded and approved invoices to the finance department for payment in a timely fashion.
   (f)   Payment. The City Manager, or their designee, shall be responsible for issuing payments to vendors after receiving properly coded and approved invoices. The City Manager, or their designee, has a duty to withhold payments to vendors if any of the following are true:
      (l )   The term of the contract has expired;
      (2)   The not-to-exceed amount specified by contract has been exceeded; or
      (3)   The services performed or goods received are outside the scope of the contract.
   (g)   Written records. Written records for procurement shall be maintained in accordance with the City's retention schedule and shall be made available to the public for inspection. Such records shall include any and all bids and supporting materials, and the business name, address, representative, and telephone number of the vendor, as well as a description of the bid items, including unit quantities where applicable, unit prices or lump sum amount quoted by the vendor, and the date the bid was received.
(Ord. 247, passed 5-8-2024)