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PURCHASING
(a) In addition to provisions in city charter §§ 2.11(c) and 2.12, contracts, agreements and amendments to contracts and agreements that are in excess of $100,000 per vendor, for each calendar year, shall be approved by the city council.
(b) Each contract or agreement of the city shall be executed in the name of the municipality by the mayor, or his or her interim successor, and shall be attested by the city clerk. The city clerk shall affix the corporate seal. Any contract or agreement for park purposes may be reviewed by the parks and recreation board prior to council consideration. All contracts involving the expenditure of funds less than $100,000 that are entered into by the mayor and are not subject to council approval shall be noticed to the city council on the consent agenda under communications. All contracts or agreements which are subject to approval by the city council shall be delivered to the city clerk office pursuant to § 30.014 and placed on the consent agenda under approval of contracts and agreements. Change orders in excess of $100,000 involving the expenditure of funds, shall be noticed to the city council on the consent agenda under communications. Deductive change orders do not need to be noticed to the city council.
(c) Contracts and agreements pertaining to subjects that are permissible for executive session shall not be subject to this section.
(1992 Code, § 34.5-1) (Ord. 28-95, passed 2-21-1995; Ord. 75-11, passed 10-3-2011; Ord. 97-23, passed 10-10-2023)
No contract pertaining to the management of the city’s public facilities or properties will be valid unless the contract has been authorized by a vote of the city council at a duly assembled meeting. Management contracts for public facilities and properties shall be listed on the regular agenda for separate consideration by resolution. Such contracts shall be presented at either an informational meeting, working session, or standing committee of the city council at least five days prior to the city council vote. Prior to the city issuing a request for proposal, the city council will be given notice by the administration in writing.
(1992 Code, § 34.5-1.1) (Ord. 75-11, passed 10-3-2011; Ord. 14-18, passed 2-20-2018; Ord. 97-23, passed 10-10-2023)
In addition to provisions in city charter § 2.12, all multiple year contracts and agreements involving the payment of money from appropriations shall be approved by the city council. No contract involving the payment of money from appropriations shall extend past a five-year period but may have an option for renewal or renegotiation for up to a subsequent five-year period, subject to the approval of the council in office at the time of the option or renegotiations is put into effect. No contract, option or renegotiation shall be valid unless approved by the city council.
(1992 Code, § 34.5-1.2) (Ord. 75-11, passed 10-3-2011)
All contracts and agreements of the city shall contain a provision that contracts shall not, in the performance of the contract, discriminate or permit discrimination in violation of federal or state laws or local ordinances because of race, color, sex, age, political or religious opinions, affiliations or national origin.
(1992 Code, § 34.5-1.3) (Ord. 75-11, passed 10-3-2011)
The mayor shall develop, promulgate and update a manual or manuals containing procedures for administering the budget, including but not limited to the following: budgeting, purchasing and accounting. All manuals relating to the procedures for administering the budget shall be subject to council approval by resolution per city charter § 5.09.
(1992 Code, § 34.5-2) (Ord. 28-95, passed 2-21-1995; Ord. 75-11, passed 10-3-2011)
No claim against the city shall be audited or allowed unless it be fully itemized and a memorandum of the same submitted to the mayor. The memorandum shall be published by the city clerk on a monthly basis by vendor, expense class (repair, equipment, professional service or other similar class) and amount.
(1992 Code, § 34.5-3) (Ord. 28-95, passed 2-21-1995)
On or before the 1st day of June of each year, the mayor shall deliver to the city council a list of all organizations and amounts proposed to be budgeted for subsidy agreements in the mayor’s recommended budget for the ensuing fiscal year, along with a brief description of each program and purpose, financial results, and an accounting of key data relating and pertaining to the program’s impact and stated objectives from the prior agreement year. All subsidy agreements of the city shall contain a provision requiring each contracting party, intending to request funding for the ensuing fiscal year, to provide to the mayor and the department liaison financial results and an accounting of key data relating and pertaining to the program’s impact and stated objectives from the prior agreement year. Each contracting party shall provide such information to the mayor and the department liaison on or before the 15th day of May each year.
(Ord. 44-24, passed 5-14-2024)
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