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ARDEN HILLS CITY COUNCIL – OCTOBER 26, 2020 4 <br /> <br />Mayor Grant expressed concern with the increased spending authority for the City Administrator <br />and purchasing power that would be allowed for unbudgeted items. He explained he was fiscally <br />conservative and this item should have been left in. <br /> <br />MOTION: Councilmember Holden moved and Councilmember Holmes seconded a <br />motion to approve an updated City of Arden Hills Purchasing Policy. <br /> <br />Councilmember Holmes asked if the “lowest bidder” language was going to be revised versus <br />being removed. <br /> <br />Mayor Grant recalled this language should refer to the City accepting the lowest qualified <br />bidder. <br /> <br />Councilmember Holden explained the next statement in the policy allows the City to reject any <br />and all bidders. <br /> <br />Councilmember Holmes recommended the language read the City will accept the lowest <br />qualified bid. <br /> <br />Finance Director Bauman indicated she reviewed language from other cities purchasing policies <br />and amended the language to read as presented noting the City would have the right to reject any <br />and all bids if it is in the best interest of the City. She stated she would be happy to further amend <br />the language. <br /> <br />Councilmember Holmes commented she would like to have the first sentence added back into <br />the policy including the word qualified. In addition, she recommended the second sentence <br />remain. <br /> <br />Councilmember Holden questioned who would determine if a vendor was qualified or not <br />qualified. <br /> <br />Mayor Grant stated he was uncertain how this would be determined, but noted staff was working <br />to qualify vendors for City projects. <br /> <br />Public Works Director/City Engineer Blomstrom reported that the City’s standard <br />specifications include criteria for defining a responsible bidder. Staff evaluates each bidder based <br />on these criteria. <br /> <br />Councilmember Holden stated the term that should be used then would be responsible and not <br />qualified. <br /> <br />Public Works Director/City Engineer Blomstrom commented this was generally the case. <br /> <br />Councilmember Scott explained it was his opinion the City was covered by the wording in the <br />second paragraph. <br />