HomeMy WebLinkAbout(2004, 04/13) - F-14 - Amendedq +0
AUTHORITY TO CONTRACT FOR SERVICES
PURPOSE
F -14
To set forth the City's policy establishing authority for committing City funds for
Service Contracts.
LIMITATION
Contracts for services are distinct from contracts for procurement of specific material
items. If the only purpose of a contract is for the City to obtain material or equipment
to include related maintenance contracts), guidelines contained in the City's
Purchasing Procedures will be followed. The policy contained herein refers only to
awarding contracts for services, such as audit services, public works projects, and
custodial services.
AUTHORITY
Department Heads are authorized to award contracts for services of less than $30,000
without further review, as long as the services were approved by the City Council as
part of the annual budget process. This authority may not be delegated below the
Deputy Department Head level. Contracts in excess of $30,000; contracts for services
not specified in the approved budget; and contracts for services which exceed the
amount authorized by the City Council in the Budget must be submitted to the City
Council for specific approval before the contract is awarded. The City Attorney will
review all contract documents prior to contract award.
City Purchase Orders are not required for service contracts. A copy of the Contract
shall be submitted directly to Accounts Payable (Fiscal Services Manager), where it will
be used as an encumbering document. Thereafter, progress payments will be handled
in the same manner as progress payments on a Purchase Order, i.e. invoices will be
approved by the Department Head and submitted to Accounts Payable for payment. It
is recognized that by their nature, service contracts cannot always be awarded as a
result of a competitive bid process. However, competitive bids should be obtained
whenever possible before resorting to negotiated awards. Professional services shall be
obtained by a qualifications based selection process pursuant to State law.
Adopted - January 24,1994
Amended - April 13, 2004
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