HomeMy WebLinkAboutRESOLUTION NO. 2018-65 RESOLUTION NO. 2018-65
A RESOLUTION TO APPROVE THE
PURCHASING POLICY
WHEREAS, the City of Fairfax, Iowa desires to have a purchasing policy; and
WHEREAS, the City of Fairfax, Iowa, has drafted the attached purchasing policy.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax,
Fairfax, Iowa, that they adopt the attached purchasing policy; and
BE IT FURTHER RESOLVED,by the Fairfax City Council of the City of Fairfax,Iowa,
that the Mayor and City Clerk are hereby directed to certify this resolution of approval.
Passed and approved this 11th day of September, 2018.
AYES: Daly, Kell, Volk, and Wainwright
NAYS: None
ABSENT: Otto
Burnell G. Frieden, Mayor
ATTEST:
§a
Cy� hia K. Stimson, City Clerk/Treasurer .� ,
CITY OF FAIRFAX
PURCHASING POLICY
1. The City of Fairfax needs to purchase items required to conduct the City's
business. It is the intent to buy materials, supplies, and services of high quality at a
reasonable cost. All purchasing actions by the City should be fair, impartial, and
free from impropriety or the appearance of impropriety. All qualified buyers and
sellers shall have access to compete for City business, and no reasonable offer shall
be arbitrarily excluded.
2. According the Iowa Code, Chapter 73.1, preference will be given to products and
provisions grown and produced within the State of Iowa.
Fairfax based companies will also be given preference for services; products; and
provisions delivered, grown, and produced within Fairfax.
3. All purchases of, and contracts for, supplies and contractual services, for an
estimated cost of$10,000 or more, except as specifically provided herein, shall be
based whenever possible on competitive bids. Utilization of any State or Federal
bid contracts satisfies the competitive bidding requirements. The City may
consider life cycle costing analysis, and may give weight to the value of standard
facilities and equipment, in selecting a vendor.
Exceptions to the competitive sealed bidding requirements include: items valued
under $10,000, professional services, and emergency purchases. Professional
services shall be those services provided by a person with an advanced/specialized
degree, such as a CPA, lawyer, architect, engineer, actuary, or in some cases a
highly specialized consultant.
Any project or purchase that is above the competitive bid or quote thresholds as set
by the State of Iowa shall follow all applicable laws.
4. Under Iowa Law, the City of Fairfax is exempt from tax in the case of sales of
articles purchased for the City's exclusive use. The City is not exempt from
hotel/motel taxes.
5. A W-9 is required from any non-incorporated vendor.
6. Role of the City Council:
The City Council sets the annual budget for all City of Fairfax operations.
The City Council gives formal approval to any City policy.
The City Council gives pay authorization by approving the monthly claims list.
The City Council must authorize the City of Fairfax to enter into any contract.
This could be a contract to purchase goods or services. If a contract is approved,
any expenses under the contract provisions do not require purchase orders.
The City Council must approve any purchase or project that is above the
competitive bid or quote thresholds as set by the State of Iowa.
7. Role of the Library Board of Trustees:
Although the City Council sets the total budget amount for the Fairfax Public
Library, the Library Board of Trustees has the right to determine how to spend that
budget amount.
The Library Board must approve all library expenditures. Those approved
expenditures are then placed the on City Council's claims list for publication. The
City Council does not have the legal right to disapprove payment for an expense
the Library Board of Trustees has approved, unless it is found to exceed the
library's budget or violate any law.
8. Role of the Mayor:
The Mayor has the ability to make needed purchases for budgetary purposes,
following all City of Fairfax policies.
The Mayor is the supervisor for all employees. As such, the mayor has the ability
to authorize employees to make needed purchases for budgetary purposes,
following all City of Fairfax policies.
9. Role of Department Heads:
The Building Administrator, the City Clerk/Treasurer, the Fire Chief, the Library
Director, the Public Works Supervisor, and the Water/Sewer Supervisor are all
considered department heads for the City of Fairfax.
The department head may authorize or make purchases under $1,000.00 after
determining need, verifying available budget and cash, and determining which
general ledger line will be charged. All supporting paperwork available from the
purchase shall be turned into Fairfax City Hall and marked with information so the
staff can process payment.
The department must approve personal funds Reimbursement Forms from their
employees.
The department head completes and submits Purchase Orders as outlined in this
policy.
IO.Purchase Orders:
The following is a chart to show what is required at each level of total costs. Total
cost includes shipping/handling fees and transportation surcharges.
$29000 — $39499 Three verbal quotes submitted with a PO before purchase
$31500 - $91999 Three written quotes submitted with a PO before purchase
$10,000+ Competitive bids approved by City Council before purchase
The department head prepares a Fairfax Purchase Order for purchases over
$2,000.00. The purchase order shall identify the vendor, item, estimated cost,
shipping address, the department's line-item account which will be used to pay for
the item, and any other needed information. Any supporting paperwork, such has
bids, shall be submitted to the City Clerk/Treasurer along with the purchase order.
The City Clerk/Treasurer will give the PO a unique number, verify the general
ledger line for payment, budget availability, available cash, and if a PO is required
for this purchase.
The City Clerk/Treasurer will then submit the PO to the Mayor or President of the
Library Board of Trustees for approval or denial and signature.
After action, a copy of the PO shall be forwarded back to the department head.
The following items do not require a PO regardless of dollar amount:
• Insurable accident losses that have been reported to the City's
insurance company
• Equipment repairs that are unscheduled (ie: sudden powertrain
failure). Staff should use known City vendors that routinely handle
similar repairs.
• Annually bid items for which the price is honored for the remainder of
the year. A PO is not required for each subsequent purchase but the
date of original bid and/or approval should be noted on subsequent
invoices.
• Contractual costs that have already been approved by the City
Council.
• Monthly expenses for the City of Fairfax utilities.
11.If an employee makes a purchase with their personal funds, they may complete a
Reimbursement Form to request financial reimbursement. The department head
must approve the reimbursement form. The date, vendor, reason for purchase,
amount, and general ledger line item should be noted on a signed Reimbursement
Form before turning it in to Fairfax City Hall.
12.This policy may be circumvented if a situation arises that meets any of the
following emergency procurement conditions:
1. The situation threatens public health, welfare, or safety.
2. The department must act to preserve critical services or programs.
3. The need is a result of events or circumstances not reasonable
foreseeable.
In the event that any of these situations occur, purchases of emergency need items
can be made without approvals required by this policy. At the conclusion of the
situations, formal documentation will be required by staff participating in the event
to outline the occurrence and justify the expenditures made under the emergency
exemption. The documentation will be presented to City Council for review and
approval after the fact.
City of Fairfax, Iowa - Purchase Order Form PO Number:
Vendor Name: Ship to Address —Check One:
Address: _Fairfax City Hall
3008 oth Street Court, Fairfax, IA
Fairfax Fire Station
Sales Contact: 525 Vanderbilt St, Fairfax, IA
Phone: _Fairfax Maintenance Shop
Fax: 480 Front Street, Fairfax, IA
Email: Call before delivery—secured gated area
City Hall Phone: 319-846-2204; City Fax: 319-846-3480 319-310-6080 Lynn or 319-533-6854 Brian
P.O. DATE REQUISITIONER CONTACT NAME F.O.B. POINT TERMS
QTY PART# DESCRIPTION UNIT TOTAL
PRICE
SUBTOTAL
Department: TAX ID# 42-0959452 NO TAX
GL Line #: OTHER
TOTAL
1. Please send two copies of your invoice.
2. Enter this order in accordance with the prices,terms,delivery
method,and specifications listed above. Authorized by
3. Please notify us immediately if you are unable to ship as
specified. Send Bill and All Correspondence to:
4. Accounts Payable Contact: Cynthia Stimson
Phone: 319-846-2204 City of Fairfax, p0 Box 337,
Email: cstimson a cityoffairfax.org Fairfax, IA 52228
CITY OF FAIRFAX
2018 Employee Expense/Mileage Reimbursement Request
EMPLOYEE NAME:
MILEAGE:
DATE TRIP LOCATION &PURPOSE MILEAGE MILEAGE TOTAL
MILEAGE
MILEAGE TOTAL
2018 Reimburse Rate -.545 per mile Mileage Reimbursement Due
OTHER EXPENSE: (RECEIPT ATTACHMENT REQUIRED)
DATE DESCRIPTION/PURPOSE DOLLAR
AMOUNT
OTHER EXPENSE TOTAL
TOTAL MILEAGE/EXPENSE
REIMBURSEMENT REQUEST: Total Amount Due: $
Employee Signature: Date:
Department Head Signature for Approval: