HomeMy WebLinkAbout(1994, 01/24) - F-14 - Adopted a new F-14 (Authority to Contract for Services)AUTHORITY TO CONTRACT FOR SERVICES
PURPOSE:
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To set forth the City's policy establishing authority for committing City funds for
Service Contracts.
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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. In addition,
the City Attorney will review all specific 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 (Accounting 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
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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
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