800-12
CONTRACTING AUTHORITY

SWOOSH_B&W

POLICY & PROCEDURE

Subject:

CONTRACTING AUTHORITY

Index: LEGISLATIVE

Number: 800-12

Effective Date:

11/16/2015

Supersedes:

8/6/2007

Page:

1 of 2

Staff Contact:

Jay Covington

Approved By:

Ed Prince, Council President

1.0 PURPOSE:

To establish Council contract and bidding policy and to delegate certain contraction authority to the Administration.

2.0 ORGANIZATIONS AFFECTED:

Mayor and all departments/divisions

3.0 REFERENCES:

Policy & Procedure #250-02, Purchasing, Bidding, and Contracting Requirements

4.0 POLICY:

4.1    All statutory bidding and contracting requirements, as set forth in State law shall be followed.

4.2    All City contracts shall set the term of the contract, including both a starting and ending date.

4.3    All original, fully-executed City contracts, excluding equipment service maintenance contracts under $5,000 shall be filed in the City Clerk Division.

4.4    City contracts requiring Council action shall be renewed for no more than one term without prior Council approval.

4.5    The City Council shall receive an updated list of all contracts every quarter. This list shall include, but not be limited to, date of expiration, amount of contract, department responsible for the contract, expected completion date of contract, and scope of work.

4.6    The City Council shall approve all Public Works contracts $150,000 and over.

4.7    The City Council shall approve all non-public works contracts $100,000 and over.

4.8    Work on a contract requiring City Council approval shall not commence until such approval has been granted as authorized in this policy.

4.9    In the event an emergency situation arises which necessitates a deviation from this policy, the Mayor shall request Council declaration of an emergency status at the next available Council meeting, and a legal notice describing the emergency and actions taken shall be published within seven days of Council approval.

5.0 DEFINITIONS:

5.1    CONTRACT: For purpose of this policy, contracts are defined as all agreements between two parties written and enforceable by law.

5.2    EMERGENCY: Unforeseen circumstances beyond the control of the municipality that either a) present a real, immediate threat to the proper performance of essential functions; or b) will likely result in material loss or damage to property, bodily injury, or loss of life, if immediate action is not taken.

6.0 PROCEDURES:

Procedural matters regarding bidding and contracting are the responsibility of the Administration.