10-19-2020-WS - Laserfiche WebLink

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PAGE 3 PROCEDURES FOR PURCHASES UNDER $25,000 Generally, these purchases will be of materials, supplies, and equipment for day-to-day use. Purchases of food including meals, snacks and beverages for city employees is not allowed for department meetings or in-house training sessions unless there is a speaker or trainer who is not a city employee. Excluded from this limitation are purchases of food for (a) City Council meetings held at meal time, (b) employee recognition events such as a city employee picnic/social event/holiday event, (c) training of election judges or (d) as approved in advance by the City Administrator. Quotations should be obtained from at least two possible vendors, as practicable, which shall be kept on file for a period of at least one year after their receipt. < $7,500 The purchase is to be at the best possible price. These purchases should be processed on a VISA purchasing card whenever possible. See table below for authorization limits. $7,500 to $24,999 Prior to the purchase, approval must be obtained from the City Council unless the project, in aggregate, was previously approved by the City Council. A minimum of two written quotations should be obtained whenever possible. Authorization Limits Budgeted Unbudgeted City Administrator Up to $7,500 Up to $5,000 Finance Director Up to $5,000 Up to $2,500 Public Works Director Up to $2,500 Up to $1,000 Comm Dev Manager/City Planner Up to $2,500 Up to $1,000 Authorization Limits City Administrator Up to $10,000 Department Directors Up to $5,000 The department director, along with the concurrence of the Finance Director, may delegate signature authority to another individual in their department for a set dollar amount, which should be significantly lower than their own sighing authority. This authority must be in writing and be kept in the Finance Department.