4.8 SR 10-21-2024 - Laserfiche WebLink

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Financial Management Policies Page 15 Consideration may be given for the percentage of the contract that is complete in relation to the contractor’s bond and the increase in the contract price. Professional Services Contracts for professional services such as those provided by engineers, attorneys, architects, accountants, and other services requiring technical, scientific, or professional training are exempt from competitive bidding requirements. However, the goals to secure professional services remain the same: 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. The following chart identifies the required procedures for professional services contracts. Pur chas e Le ve l Pur chas e Pr oce s s Re quir e d Appr oving Author ity Note s $0 - $24,999 Qu otes De partm e nt Dire ctor ● At l e ast tw o w ritten qu otes sh all b e obtained w he re the re is mo re than o n e feasib l e so u rce. ● In cases w her e the c i ty has establ ishe d a poo l of qu al i fied c onsu ltants, the con su ltant m ay be selected from the e xi sti ng poo l . $25,000 and Abo ve Cou nci l App roval City Cou nc i l ● Wh e n there i s m ore than on e feasib l e so u rce, the city shal l re qu e st w ri tte n pri ce qu otatio ns i n the f orm o f a Requ est f or Pro posal fr om at l east tw o so u rces. ● Th e qu otes sh all b e su b m itted i n w ri tten format. ● Th e standard c ontract shal l be aw arded to th e ser vi ce p rovi d e r w ith the b e st qu al if i c ati ons an d propo sal fo r th e specif i c project. Total c ost sh all not b e the on l y c onsi d er atio n, bu t m u st be in c l u ded i n the an alysi s o f the proposal s. Note: EDA/HRA staff will follow the purchasing policy but seek approval from their respective boards. Emergency Purchases Under Minnesota’s Emergency Management Act, the city has the authority to enter into contracts during an emergency without following many normally required procedures. An emergency is defined as: an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring. A disaster defined as: a situation that creates an actual or imminent serious threat to the health and safety of persons, or a situation that has resulted or is likely to result in catastrophic loss to property or the environment, and for which traditional sources of relief and assistance within the affected area are unable to repair or prevent the injury or loss. During an emergency or disaster, the City Council may waive compliance with the time-consuming procedures or formalities concerning: 1. The performance of public work 2. Contracting 3. Incurring obligations 4. Renting equipment 5. Purchasing supplies and materials Emergency purchases will only be allowed when the mayor issues a proclamation declaring an emergency, and the steps listed in Minn. Stat. § 12.29 are completed. Credit Card Use According to Minn. Stat. § 471.382, the City Council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. This policy establishes criteria for who may be issued a credit card and the specific use of the credit card. Page 69 of 294