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<br /> <br />statutes, to establish internal controls, to maintain the appropriate documentation, and to ensure the best value <br />for the public money. <br /> <br />The following chart identifies the required procedures for professional services contracts. <br />Purchase Process Approving <br />Notes <br /> Level Required Authority <br /> At least two written quotes shall be obtained where there is more than one feasible <br />$0 Department source. <br />Quotes <br />$24,999 Director <br /> In cases where the city has established a pool of qualified consultants, the <br />consultant may be selected from the existing pool. <br /> Where there is more than one feasible source, the city shall request written price <br />quotations in the form of a Request For Proposal from at least two sources. <br />$25,000- Council City <br /> The quotes shall be submitted in written format. <br />And above Approval Council <br /> The standard contract shall be awarded to the service provider with the best <br />qualifications and proposal for the specific project. Total cost shall not be the only <br />consideration, but must be included in the analysis of the proposal. <br />Note: EDA/HRA staff will follow the purchasing policy but seek approval from their respective boards. <br />Emergency Purchases <br />city has the authority to enter into contracts during an <br />emergency without following many normally required procedures. An emergency is defined as an unforeseen <br />combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring. A disaster is a <br />situation that creates an actual or imminent serious threat to the health and safety of persons, or a situation that has resulted or is <br />likely to result in catastrophic loss to property or the environment, and for which traditional sources of relief and assistance within the <br />affected area are unable to repair or prevent the injury or loss. <br /> <br />During an emergency or disaster, the City Council may waive compliance with the time-consuming procedures <br />or formalities concerning: <br />1. The performance of public work <br />2. Contracting <br />3. Incurring obligations <br />4. Renting equipment <br />5. Purchasing supplies and materials <br />Emergency purchases will only be allowed when the mayor issues a proclamation declaring an emergency, and <br />the steps listed in Minn. Stat. §12.29 are completed. <br /> <br />Credit Card Use <br />According to Minn. Stat. §471.382, the City Council may authorize the use of a credit card by any city officer or <br />employee otherwise authorized to make a purchase on behalf of the city. The purpose of this policy is to <br />establish criteria for who may be issued a credit card and the specific use of the credit card. <br /> <br />Authority for Credit Card Holder <br />Employees having authority to make certain purchases will be eligible credit cardholders. A department director <br />may request a credit card for city-authorized purchasers when there is a demonstrated efficiency to be gained. <br />The finance director must review and approve each request before the card is issued. Such requests must include <br />the following information: <br />1. The name of the specific user <br />2. The general reason and types of purchases they will be making <br />Financial Management Policies Page 16 <br /> <br />