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88-1382 WHITE - UTV CLERK 1 � PINK - FINANCE COIIflCll �}. BLUERV-MAVORTMENT GITY OF SAINT PAITL File NO. !1��3�0� , Ordin�nce Ordinance N 0. � �� Presente By ..��'�� ; Referred To l'/AJ�4�✓G(s Committee: Date � � a�'� �� Out of Committee By Date An Administrative Ordinance amending Chapter 86 of the Saint Paul Administrative Code entitled "Signing of Contracts , Deeds , Bonds , Checks" by providing for the execution of contracts in an amount of $750 or less by the director of finance and management services. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1 . That Chapter 86 of the Saint Paul Administrative Code is hereby amended in section 86.01 thereof by adding a new paragraph to read as follows : "The director of the department of finance and management services or his designee may execute contracts in an amount of $750 or less and no other signatures shall be required to bind the city. Such contracts shall be on such a form as the director shall provide and such contracts shall be made in such a manner as the director shall authorize . The director shall regularly monitor such contracts of $750 or less to assure a ey are in compli- ance wi is c ap er. ec ion 2. That this ordinance shall take effect and be in force thirty (30) days after its passage , approval and publication. COUNCIL MEMBERS Yeas Nays Requested by Department of: Dimond �ng In Favor Goswitz �h��i V Against By �..:�,.�.^ Wilson V�',T �i �988 Form A oved y Ci y At rne Adopted by Council: Date � Certified Pa ed by Council Secretary BY By Appr v by M . ate �C7"s"�� '' 1 88pPPro b Mayor for Submis ' n t C � c�l . Pll�l.ISNED ��T 1 � 1988 . . , _ ° �� ,3�� . ..�-' � J V CITY OF SAINT PAUL INTERDEPARTMENTAI MEMORANDUM To: Department and Office Directors From: Mayor George Latime Re: Purchasing Amendme Date: August 1, i988 Very shortly, as part of our modernization effort, several amendments related to the Purchasing section of the Administrative Code will be submitted to the City Council for action. These amendments are intended to help streamline some portions of the purchasing process and clarify accountability for some functions. This is to update you on some of the items being proposed. First, we will be proposing some language to formalize our current practice of using "pick up orders" for small purchases. This informal, administrative practice has worked reasonably well in the past. However, we feel it is important to create specific authority for this practice in .the Administrative Code to be consistent with other .sections governing purchasing. At the same time we will be raising the limit for pick up orders from $500 to $750 to provide additional flexibility for City staff. Second, we will be restructuring the process for issuing requests for proposals for professional services. Historically, we have used an RFP process when the desired contract is not subject to classic competitive bidding. Good examples are for the hiring of ' an architect to engage in design work or a consultant to study and report on some issues. Under the proposed policy, departments and offices will still be able to engage in such a practice, but will be asked to submit a copy of the RFP and related materials to the Purchasing Division. Purchasing staff will do a final review to make sure there are no problems, assign an official number to the document and release it to the specified individuals or firms. In this way, the Purchasing _ Division can serve as the central "clearing house" and depository for all RFPs. I ask that you begin to follow this new RFF procedure immediately. Finally, we will be proposing some changes in final approvaZ process for contracts having a value of $15,000 and under. If flur amendments are adopted, it will no longer be necessary for both the Finance Director and the Mayor to sign all contracts under $15, 0�?0. Cour�c;t R�searcFr Center I�UG 121�88 . . ._ , . . .. i .. ., .. . . The Director of Finance and Management Services' signature will be the only one required for contracts und�er $15,000. And, in the absence of the Finance Director, either the Purchasing Systems Manager or Chief Accountant will have signature authority. We hope this will help streamline the procurement process, while still maintaining the necessary oversight. The new dollar limits are in keeping with inflation, and are consistent with State Statutes. Tndicate attachment of necessary paperwork, or in other words submit a fully documented file to accomplish� the items listed � above. Please ca.rculate this memo among your staff who have or will becoYae � involved with any of these procurement issues. Please car�act Gene Schiller (463?) or Linda Camp (5501) if you wish to discuss these items in further detail. . - �'-�_�� 9. 0rd inan�t'�8�°!°�!!2 - amend i ng +Chap�er 86 of tf�ir�-Admi n i s- Appra�ed 8s . trative Code ��.�dding a new paragraph pertaining to signing of contrects, deeds, bonds and G#ae�ks and providing for the execution of contra�ks in amount of $750 or less by the Director of Fin�nce and Managemert Services. (Rererred from Counci 10. Ordinance 88-1383 - amending Chapter 86 of the Adminis- Approved as amend� trative Code pertaining to the signing of contracts, deeds, bonds and checks by providing for the Mayor ta delegate his authority to sign contracts under $15,000. ! 1 . Resolutivn 88-i423 - approving ttie appointment by the Approved Mayor of Catherine Piccolo to serve as a member of the Civil Service Commission, term to expire June 13, 1�994. (ReFerred from Councii August 30) 12. Appearance of Mary Jane Rachner regarding Fire Department personnel . y�p��'�`�",;rli;7F'�`}'� ,:.�.�i.``.,'-��!��'��'t��.. .t��F}$.t'3�`�Sd'�+w+�.,''F+!`at,,��---'S �r;.Y� �1'M=�'.�`�'�".`�.�."�'q��•"�`�.+rn ��'T!y$�a.-�;lv-,.�. r �i�!, - . ��iOy:�- _ . . � . - . .. .. . . . - . .. , . . WHITE — CITY CLERK � � ' �� , ••. � � PINK — FINANCE COUIlC1I OIUEpY—MAVOqTMENT � " GITY OF SAINT PAUL File NO. � �' �3Pa • Ordin�nce Ordinance N�. Presented By Referred To Committee: Date Out of Committee By Date An Administrative Ordinance amending Chapter 86 of the Saint Paul Administrative Code entitled "Signing of Contracts , Deeds , Bonds , Checks" by providing for the execution of contracts in an amount of $750 or less by the director of finance and management services . THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section l . That Chapter 86 of the Saint Paul Administrative Code is hereby amended in section 86.01 thereof by adding a new paragraph to read as follows : "The director of the department of finance and management services or his designee may execute contracts in an amount of $750 or less and no other signatures shall be required to bind the city. Such contracts shall be on such a form as the director shall provide and such contracts shall be made in such a manner as the director shall authorize. Section 2. That this ordinance shall take effect and be in force thirty (30) days after its passage, approval and publication. COUNCIL MEMBERS Requested by Department oE: r yeas Nays Dimond �� [n Favor Goswitz Rettman Scheibel Against BY ,_ ' Sonnen Wilson Form A oved y Ci y At rne ; Adopted by Council: Date � ' Certified Passed by Council Secretacy By , By A roved b Ma or. Date Appro b Mayor for Submis ' n t C � c�l � PP Y Y i Rv � _ � � . . � �=�-�3�� , , , � CITY OF SAINT P9.UL .'ii�iii:'iiI ° OFFICE OF TAFL CI�Y COIIDTCIL Committe� Report F:i�ance, l�ana�eme�t, & Persannel Committee. September 12. 1988 1 . Approval of minutes of ineetin�3s h�id Auqust 22 and 29. Approved 2. Resolution t's8-1339 - amen�ing the 1988 budget by � Laid over to 9/19 adding $400,000 to the Financing 3 Spending Plans for Property Management Fund-City Hall Annex. (Referred from Cc,uncil August 16, laid over in Cortmittee August 29) • � 3. Resolution 88-1286 - amending the 1988 budget by '• I,,aid.;over to 9/19 adding $20,000 to the Financing and Spending Plans . for Tuition Reimbursement Program. (Referred from ' , � Councii August 25). • � 4. Resolution 88-1441 - amending the 1988 budget by Laid over to 9/19 , adding $6, 100 to the Financing and Spending Plans � . � for Traffic Mainterrance projects. (Referred from Council September 1) 5. Resolution 88-1305 - changing the rate of pay for Approved � Environmental Health Technician.,.Supervisor from . Grade 38 to Grade 40 of the Technical Standard . Ranges in the Salary Plan and Rates of Compensation � . Resolution. (Referred from Council August 9, laid over in Committee August 22 and 29) � � 6. Resolution 88-1440 - approving 1988-198'9 Collective A roved PP 8argaining Agreement between the City and the Pro- . fessional Empioyees Association, Inc. (Referred from Councit September 1)� 7. Oiscussion of policy regarding budgetary impact of Laid over to 9/19 reclassifications. (Laid over August 29) 8. Ordinance 88-1381 = amending Chapter 5 of the Adminis- Approved trative Code to provide that the Department of Finance and Management Services Purchasing Division disseminate and monitor all requests for proposals and assign the disposition of surplus materiais, supplies and reai � property. (Referred from Council August 23) � (continued) CITY HALL SEVENTFi Fi.�OR SAIN'r PAUL,MINNESOT� 55102 �.+s wHITE — CiZV CLERK (iI� pIN•i(� — FINANCE C CANAR�/ — DEAARTMENT GITY �F SAINT PAUL FlencilNO. s, � � r3/" BLVE — MAY�.7R e( , � . - � 0 rdinance Ordinance N�.�5 O � ��_�„ Presented By Referred To Committee: Date Out of Committee By Date An Administrative Ordinance amending Chapter 86 of the Saint Paul Administrative Code entitled "Signing of Contracts , Deeds , Bonds , Checks" by providing for the execution of contracts in an amount of $750 or less by the director of finance and management services . THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1 . That Chapter 86 of the Saint Paul Administrative Code is hereby amended in section 86 . 01 thereof by adding a new paragraph to read as follows : "The director of �-d-e rtment of finance and rr�anagement services signee may execute contracts in an amount of $750 or less and no other signatures shall be requi .red to bind the city. Such contracts shall be on such a form as the director shall provide and such contracts shall be made in such a manner as the director shall authorize . The director sha.1,1 rec�ularly moni,tor such contracts o� $750 or less.to assure ey °�►p ianc taa. c ; t + Section 2. That this ordinance shall take effect and be in force thirty ( 3Gi uay5 after its passage , approval and publication. COUNCIL. MEMBERS ^ Yeas Navs Requested by Department oE: Dimond IAng In Favor — Goswitz Rettman Scheibel A gai n s t BY Sonnen Wilson Form A roved y Ci y At rne - Adopted by Council: Date � � Certified Passed by Council Secretary By By Approved by Mayor: Date • Approved by Mayor for Submission to C / cil By gy �S� - � �-aa-�� `.?<3� � 2na 3rd 9"a 7� �c�" Adopted ��- � — d � Yeas , • Nays DIMOND �G�'�.� �3�a�i �� GOSWITZ ��.�� LONG �� / ��19 � SONNEN WILSON MR. PRESIDFaNT, SCHEIBEL �