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CITY OF GEM LAKE <br />PURCHASING POLICY <br />All purchasing by local units of government is regulated by Minnesota State Statute 471.345. Given the basis for <br />purchasing by the State; the City sets the following policy for internal controls. All employees in the urch <br />asin <br />shall seek to act responsibly as custodians of the public trust. Employees shall avoid anytransaction hat m ghtgmpairss <br />public confidence in the City's ability to govern effectively. Employees shall recognize that the purchasing process is <br />subject to Public, review and evaluation. The overall process shall be. designed and managed with.a.degree of <br />professionalism worthy of the public trust. Failure to follow this policy .will constitute illegal purchasing and may subject <br />the purchaser to liability for the expenditure and or disciplinary action.. <br />A. E ose: <br />The purchasing policy is designed to: <br />I • Maintain continuity of supply as needed. <br />I To do so with minimum investment in materials inventory, <br />• Avoid duplication, waste. and obsolescence, <br />4• Maiintain standards of quality in materials based on suitability for use: Standard specifications will be <br />used wherever practicable. <br />5. To purchase iriaterials at the lowest cost consistent with the quality and service required. <br />6. To make as many purchasesas possible on the.basis of competitive ]lidding unless there is.an <br />emergency that requires immediate action to protect the health, safety. or we <br />employees, .[fare of the City residents or <br />7• Conduct the entire purchasing process in such a clear manner, without the conflict of interest to <br />eliminate any possibility of improper business.relationships, <br />8• To have high personal integrity and be capable of protecting pub] icinterest at all times. <br />g• Deal fairly and. equitably with contractors and suppliers and to extend to all organizations and <br />individuals an equal opportunity to share in providing materials and services. <br />10. To afford vendors reasonable courtesy, <br />B. Ob'eetives. <br />The purchasing policy was designed with the following objectives: <br />1. <br />Improve service and support. <br />2• <br />Maximum value for dollars spent. <br />3• <br />Sound inventory. management. <br />4, <br />5• <br />Economic operating cost. by the effective use of available time. <br />Economic quality of purchased materials <br />6. <br />—suited for intended use. <br />Economic delivery of purchased materials. <br />7• <br />Optimized systems and procedures. <br />S• <br />Effective planning system. <br />g• <br />Effective controls. <br />10, <br />Effective public relations through proper communications, <br />C, Pow. <br />1• <br />]tams less;than 500 <br />The City Clerk or Mayor of Gem Lake shall be allowed to make purchases of $5t)b or less for the benefit of the <br />public, including items. such as office supplies, equipment,, postage and other items with a public pu <br />clerk shall obtain the authorization from. the Mayor prior to purchasing. rpose. The <br />All purchases falling into this category. wi]I still go through the monthly claims. review as part of the: <br />Meeting and will be approved for payment by.the council. city council <br />All purchases over $504 will beheld for the council and will follow the monthly claims. apro <br />city council meeting,, unless it. is an emergency, pval process at the <br />