Broken Arrow City Council
Meeting of: 12-01-2015
To: Mayor and City Council
From: Office of the City Attorney
Title:
title
Consideration, discussion and possible approval of the Revised City of Broken Arrow Purchasing Manual
End
Background:
On November 2, 2010, the Broken Arrow City Council approved the City of Broken Arrow Purchasing Manual. The Purchasing Manual was developed to promote and maintain the integrity of the purchasing process and give clear guidelines to Council, Staff and vendors involved in the process. The Manual provides policies and procedures that gave clear direction and accountabilities that comply with State statutes and City ordinances.
Staff periodically reviews City Manuals, including the City’s Purchasing Manual for necessary revisions. The proposed changes are attached for the Council’s review. First, as explained in the “Introduction,” all references to the “City” shall be understood to include all funds of the Broken Arrow Municipal Authority (BAMA) and the Broken Arrow Economic Development Authority (BAEDA). This change should clarify that the Purchasing Manual is applicable to BAMA and BAEDA as well as the City.
Second, a section was added to “Purchases in General” which explains the City may make purchases from the State Contract and other purchasing consortiums without the need for competitive bidding. The State and the other purchasing consortiums have accomplished the competitive bidding process, thereby streamlining the purchasing process for the State of Oklahoma and various political subdivisions. In this particular section, there is included a caveat that Department Directors should be actively involved in the process to ensure that items purchased from the State Contract cannot be acquired at a better price than if bids were let and awarded.
Third, the section, “Contracts in General” has been amended to allow Department Directors to sign contracts that do not exceed $5,000.00. This may be accomplished so long as sufficient funds are appropriated. This change will alleviate the need for the City Manager to execute the small contracts and will streamline the approval process.
Once the above revisions have been approved by Council, the Purchasing Manual will be distributed and made available for all personnel who have direct or indirect dealings with the function of purchasing. This Manual does not apply to public construction contracts which are governed by the Public Competitive Bidding Act. The Manual will also be placed on the City’s website to maximize transparency.
Cost: $0
Prepared By: Beth Anne Wilkening, City Attorney
Reviewed By: Acting Assistant City Manager
General Services Department
Development Services Department
Engineering and Construction Department
Fire Department
Police Department
Parks & Recreation Department
Streets and Stormwater Department
Utilities Department
Finance Department
Human Resources Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: City of Broken Arrow Purchasing Manual as Amended
on December 1, 2015.
Recommendation:
Approve the Revised City of Broken Arrow Purchasing Manual with an effective date of December 1, 2015.