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HomeMy WebLinkAbout~Master - Revisions to Purchasing Policies and Procedures RESOLUTION NO. 19-273 RESOLUTION APPROVING REVISIONS TO PURCHASING POLICIES AND PROCEDURES FOR THE CITY OF AMES,IOWA WHEREAS,the Purchasing Division service objectives include recommending policies and procedures that comply with applicable laws and regulations, protect the interests of the City, and enable City programs to provide cost-effective services to the public; and, WHEREAS, revisions to the Purchasing Policies and Procedures Manual are proposed to update the public improvement bid thresholds, add Federal Uniform Guidance Procurement Standards regulations, and modify the Conflict of Interest Policy; and, WHEREAS, two sections have a majority of the proposed policy and procedure revisions; and, WHEREAS, the Code of Iowa Section 314.113 establishes horizontal and vertical bid threshold subcommittees that meet every other year to establish the bid and quotation thresholds for city and county public improvement projects, and the subcommittee have met and changed the bid and quote thresholds; and, WHEREAS, the threshold established by the State subcommittees for horizontal infrastructure bids has been decreased by$1,000,to$69,000;the threshold for vertical infrastructure bids has been increased by$4,000,to $139,000; and the threshold for vertical infrastructure quotes has been increased by$2,000, to $77,000; and, WHEREAS, increased bid thresholds allow smaller projects to be bid without the need for a bid bond or a published public notice to bidders, thus eliminating these costs to the project, and the performance bond will remain a requirement at$25,000 and the specifications and drawings will be required to be stamped by a registered architect,engineer,or landscape architect if the project is determined to be a public improvement, regardless of the estimated value of the work; and, WHEREAS, the Conflict of Interest policy for related parties will be modified to include "member of household" to the City's definition of a conflict of interest and establish a defined reporting mechanism to improve the reporting and tracking of potential Conflict of Interest vendors, and will be completed by all employees and officers annually; and, WHEREAS, other sections have only minor clarifications or changes that include: • Moving the location where CyRide exemptions are listed to make the exemption clearer • Increasing the value of capital purchases from $2,500 to $5,000 • Revising the detailed element-object numbers that categorize purchase types • Revising the name of a cooperative buying organization to which the City belongs • Adding language to comply with federal regulations for award of federally funded projects • Reflecting the decommissioning of the Purchasing intranet site and transition to the cloud- based Purchasing community NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the revisions to the Purchasing Policies and Procedures effective June 11, 2019, are hereby approved. ADOPTED THIS 11 t' day of June, 2019. Alf - /' A )&"- Af Diane R. Voss, City Clerk John . Haila, Mayor Introduced by: Gartin Seconded by: Corrieri Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin, Martin, Nelson Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 11tn day of June, 2019.