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HomeMy WebLinkAboutResolution #3905- purchasing policyRESOLUTION NO. ~ g p ~ A RESOLUTION APPROVING A PURCHASING POLICY FOR THE CITY OF CANTON, ILLINOIS WHEREAS, departments for the City of Canton must procure goods and services for the efficient operation of their department; and WHEREAS, there is a need for a written policy that will provide general reference on the process to procure of goods and services by the various department; and WHEREAS, the head of each department, as well as the City Council of the City of Canton, Illinois have reviewed and discussed the terms of the Purchasing Policy, a copy of which is attached hereto and incorporated herein as Exhibit A; and WHEREAS, the City Council of the City of Canton, Illinois has determined that it is desirable and in the best interests of the City of Canton to approve said Purchasing Policy. THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF CANTON, ILLINOIS, AS FOLLOWS: 1. That the Purchasing Policy, which is attached hereto and incorporated herein as Exhibit A, is hereby approved in the form attached as Exhibit A. 2. That the City Administrator may, from time to time, propose changes to the Council in the purchasing policy to streamline the process and provide for the highest level of accountability in the expenditure of public funds. 3. That this Resolution shall be in full force and effect immediately upon its passage by the City Council of the City of Canton, Illinois and approval by the Mayor thereof. PASSED by the City Council of the City of Canton, Illinois at a regular meeting this ~ nth day of October , 2009 upon a roll call vote as follows: AYES: Aldermen did not vote by roll call. Was done by voice vote, and was unanimous. NAYS: None . ABSENT o. (Alderman Strandberg /" APPROVED: /i K vin R. Meade Mayor ATTEST: ti~ ~ . Nancy S. W tes City Clerk Aldermen Eric Schenck, Jorge River resigned on 9-22-09.) Exhibit A City of Canton Purchasing Policy Adopted pc-tuber 20 r 2009 Introduction• The purpose of this document is to provide a purchasing policy and procedure as guidance for the City of Canton's operating departments in procuring goods and services. This policy is intended for use by City personnel as a general reference and will be revised for departmental distribution as policies and procedures require revisions or clarification. Purchasing Function and Responsibilities: Sections 8-9-1 and 8-9-2 of the Illinois Municipal Code (65 ILCS 5/8-9-1) establish the dollar value for requiring sealed bids for public works contracts and municipal supplies. The City Council may by a 2/3 majority vote waive bids and negotiate purchases. The City currently utilizes the State threshold for sealed bids. Effective August 5, 2005, Public Act 94-0435 increased the municipal bid threshold from $10,000 to $20,000. City Ordinance 1845 Redefined the Spending Authority of the Mayor and Department Heads as follows: Section 1. That the following amounts shall be the maximum amounts of city funds which may be expended by the listed officials on official business for the city without prior council approval: Mayor $1,500.00 Department Heads $1,000.00 City Ordinance 1986 Article 1-16-3 of the Canton City Code states as follows: "Powers and Duties: The City Administrator shall be responsible to Mayor for proper administration of all affairs of the city. In discharging this responsibility the City Administrator shall, as directed by the Mayor: (A) Supervise and coordinate the administrative functions of all departments, offices and agencies of the city... (F) Coordinate activities between the departments to ensure efficient utilization of resources and maximize interdependent coordination. (M) Oversee the operations of the City Administration department providing assistance when needed. " Procedure: The Mayor and each Department Head shall be responsible for purchasing items up to their respective limits while following these prescribed procedures for his/her department. All purchases must meet department requirements and are to be purchased at competitive prices. Departments may verbally shop vendors for the operating needs; however, a written record of results shall be kept on file. It is the desire of the City to purchase from Canton vendors whenever possible. This can be accomplished by insuring that local vendors who have goods and services available which are needed by the City are included in the competitive shopping process which will precede most purchases. The City has a responsibility to its residents, however, to insure that the maximum value is obtained for each public dollar spent. It is assumed that local vendors who wish to do business with the City will offer the lowest possible quote for the item being purchased. The City Purchase Order Form (Appendix A) must be completed and signed by the Department Head by entering the necessary data under the procedures established in this policy. In order to insure expeditious processing for purchase orders it is important that all forms are completed accurately by the requisitioning department. City credit cards are issued to certain City employees to be used for official city business only. Each card has a limit ($500/$2500) which is paid in full by the City each month. Receipts for all charges must be submitted with a cover purchase order for said purchases upon receipt of the monthly statement before being submitted to the Deputy C1erklTreasurer. Under no circumstances may City credit cards be used for personal purchases or cash advances. If it is determined that a card has been used inappropriately, the card will be immediately cancelled and full reimbursement for those charges will be made to the City. If a card is lost or stolen, the City Administrator should be notified immediately so that the card can be cancelled. Employees who inappropriately or carelessly use their card shall be subject to disciplinary action. All bills submitted to the Deputy Clerk/Treasurer for payment by each department must be accompanied by a completed purchase order. Each Department Head shall submit bills on a weekly basis each Friday by Noon to the Deputy Clerk/Treasurer. Once the Deputy Clerk/Treasurer reviews said purchase order for accuracy, it is submitted to the City Administrator for review and signature. No bill is to be added to the Bill List for Council approval unless said purchase order is completed and signed by all parties. Generally, bills are paid once each month after approval from council. In some instances, the deadlines for payment do not coincide with the date of council meeting where bills are approved. In any instance where early approval of bills can avoid penalties/late fees/finance charges or where discounts can be obtained for early payment, the City Administrator is authorized to approve the early payment of said bills. Any early payments made in the best financial interests of the City will be noted on the bill list as an early payment. THE CITY OF CANTON 2 NORTH MAIN ST CANTON It 61520 (309) 647-0020 PURCHASE ORDER # Issued by: Deputy Clerk/Treasurer Vendor tt Invoice # Invoice Date Department a~H ~ P/~YMENT 1 . Acknowledge order and state when you will ship. 2 Return white vendor copy with bill. _ __ __ Requested By: __ __ Approved 8y: City Administrator