6. HRSR 08-05-2013 - 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 money. Purchasing Authority The department/division director for which the service, equipment, or supplies are ordered must recommend the order be placed. The department/division director may designate the authority to make certain purchases to department staff. This designation must be communicated to the Finance Department. Final approval of all purchases must be evidenced by the department/division director's signature on the purchase order,invoice and/or receipt. Purchase orders must be completed prior to acquisition to insure 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: •Written quotes are not required,but verbal quotes are recommended. Department Less than •At the point of sale,the receipt must be signed by the individual Director or $5,000 Designee purchasing the item. •The receipt/invoice must also be signed and coded by the denartment director •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 $24,999 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 $25,0110- City item,the city shall request written price quotations from at least two $49�� P.O./Quotes Administrator 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 •When there is more than one feasible source of supply for an City Council $100,000 Approval item,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. •There are three processes available that would satisfy statutory Bids/Cooperative Above$100,000 City Council requirements for purchases above$100,000.(See"Purchases Agreements Exceeding$100,000"section below for more details.) Financial Management Policies Page 16