6.3. SR 03-11-2013 - Laserfiche WebLink

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■ Administrative budget amendments may be made throughout the year by Department Directors to adjust line item budgets within their department as long as the total departmental budget does not change. These line item budget changes exclude personal service and capital outlay categories. Administrative budget admendments must be requested in writing and approved by the City Administrator and Finance Director. PURCHASING The goal of the Purchasing Policy is to ensure all purchases are consistent with Minnesota Statutes,to establish internal controls, to maintain the appropriate documentation, and to ensure the best value for the public monM . Purchasing Authority Department Directors or his/her designee are responsible for all purchases. Delegation designation must be communicated to the Finance Department. Directors must sign off all purchase orders,invoices and/or receipts. Purchase Orders must be completed prior to item/service acquisition to ensure accountability provide amount verification, and avoid a misunderstanding with respect to cost between the vendor and the city. Purchasing Thresholds All expenditures up to $50,000 must be within the limits established by the department budget. The thresholds of dollar amounts that have been established either by policy, City Code, or statutory authority for the purpose of purchasing city goods are identified as follows: Purchase Purchase Process Approving Notes Level Required Authority •Written quotes are not requited,but verbal quotes are recommended. Less than Department •At the point of sale,the receipt must be signed by the individual $5,000 Director/Delegate purchasing the item. •The receipt/invoice must also be signed and coded by the department director/delegate. •When there is more than one feasible source of supply for an item,the City shall request written price quotations from at least two $5,000- Purchase Order/ Department sources and shall place the order at the lowest price quoted,provided $2244,,99 99 Quotes Director the items are of comparable quality. •Quote information should be attached to the purchase order. •When there is more than one feasible source of supply for an $25,000- City item,the City shall request written price quotations from at least two $49,999 P.O./Quotes Administrator_strator sources and shall place the order at the lowest price quoted,provided the items are of comparable quality. •Quote information should be attached to the purchase order. •Check the availability of an item through a cooperative purchasing program before obtaining quotes. $50,000- Council City Council •When there is more than one feasible source of supply for an item, $100,000 Approval the City shall request written price quotations from at least two sources and shall place the order at the lowest price quoted,provided the items are of comparable quality. Bids/Cooperative •There are three processes available that would satisfy statutory Above$100,000 Agreements City Council requirements for purchases above$100,000.(See"Purchases Exceeding$100,000"section below for more details. Financial Management Policies Page 11