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12-14-2020-R
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12-14-2020-R
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Page 3 <br />3. The city will comply with all contractual requirements detailed in its duly executed grant agreements <br />with awarding agencies. <br /> <br />4. The city will contract annually with an independent CPA firm for the purposes of conducting the city’s external <br />financial audit. To the extent that the city has expended federal awards in excess of the applicable single audit <br />limit (currently $750,000), the city will have a single audit performed in accordance with OMB UGG - Uniform <br />Grant Guidance. <br /> <br />5. To ensure continuing compliance with all applicable accounting requirements, the city may, at its discretion, <br />contract with a CPA firm to provide internal auditing and/or consulting services. <br /> <br />6. The Finance Director shall be responsible for the maintenance of all accounting and financial records (including <br />journals, timesheets, bank statements, audit reports, and similar documents). Such records shall be retained as <br />required by contractual or regulatory requirements. The city has adopted the state’s records retention schedule as <br />its official guide for records storage, filing, and destruction. <br /> <br />7. The city and employees are required to comply with the city’s conflict of interest policy and report any potential <br />conflicts of interest to their managers. No employee, officer or agent may participate in the selection, award or <br />administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. <br />Such violations may result in appropriate discipline. See also the city policies on conflict of interest located in <br />the city’s Personnel Policies and Procedures. <br /> <br />8. The city will request prior approval from federal agencies for program or budget changes. <br /> <br />9. Acquisitions for micro-purchases (below $10,000) may be awarded without soliciting bids if the city considers <br />the price to be reasonable but applicable city purchasing procedures must be followed. Procurements for Small <br />Purchases (less than $175,000 - Minn. Stat. § 471.345), in which case quotations must be obtained from an <br />adequate number of sources. Procurements made by sealed bid should be made to the lowest responsible (not <br />necessarily the lowest) bidder. Procurements made by competitive proposal must have standards to evaluate the <br />selected recipient. Procurement made by non-competitive proposals (to one vendor) may be used only if one of <br />the following applies a) the item is available from a single source, b) an emergency exists c) the federal agency <br />expressly authorizes non-competitive proposals, or d) competition is seen as inadequate after solicitation to a <br />number of vendors. <br /> <br />10. Other procurement procedures include: Contractors who develop or draft specifications for bids are precluded <br />from bidding on them. The city must maintain oversight so that contractors perform work as bid. Multiple <br />provisions must be included in contracts. The city must verify to http://www.sam.gov/ if contract is $30,000 <br />or more to review if on the suspended and debarred list for federal grants. <br /> <br />11. Procedures for inventory of federal capital purchases will be maintained by the Finance Department, with the <br />help of the Public Works Director, and all items will be tracked annually. <br /> <br />12. The Finance Director (or designee) or the City Administrator are required to certify expenditures. <br /> <br />Purchasing and Procurement <br />It is the policy of the city to ensure that all disbursements of city funds are properly reviewed and authorized, and <br />consistent with sound financial management principles, and made in compliance with all applicable federal, state and <br />local laws. In order to meet these objectives, all disbursements of city funds shall be subject to the following <br />provisions, to the extent that they do not conflict with or contradict with any specific federal, state or local law or <br />Council policies (the most specific or restrictive law, policy or procedure will be followed): <br /> <br /> <br /> <br />
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