88-1383 WMITE - CITV CLERK
PINK - FINANCE CITY OF SAINT PAUL Council [^� -
CANARV -DEPARTMENT J�
BLUE -MAVOR File �O. v _/���
Ordindnce Ordinance NOf�/�
��"''
Presented By � ��2 �� J
Referred To /�LA��yt/G� Committee: Date � ��`��
Out of Committee By Date
An ordinance amending Chapter 86 of the Saint
Paul Administrative Code entitled "5igning of
Contracts , Deeds , Bonds , Checks" to provide
for the Mayor to delegate his authority to
sign contracts under $15,000.00 in value.
THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN:
Section l .
That Chapter 86 of the Saint Paul Administrative Code
be amended in Section 86.01 to read as follows :
"Sec. 86.01 . City contracts, execution. Except
as otherwise provided by law, all contracts made
in the name of the City of Saint Paul and authorized
by the city council shall be executed on behalf of the Mayor
the city by -i.he mayor, or such designees as ht-/may
authorize by administrative order filed with the
city clerk; provided, that such authorization shall
be extended to such designees only for contracts
of a stated dollar value of �e�--�l�et�sa��--�e��a�s
���A;AAA.-A9� fifteen thousand dollars ($15 , 000.00)
or less , e�--�or}������-��ir3g--�o--�a��-_�,a��ze; and
the l�eac� director of the department of finance and
management services .
Section 2.
That this ordinance shall take effect and be in force thirty
(30) days after its passage, approval and publication.
COUNCIL MEMBERS
Yeas Nays Reque�s ,ted by Department of:
n��ooa �o In Favor p '
�� -
Goswitz
�b�� �d Against BY
Ser�� /
Wilson
«�-- ' + Form A y City At ney •
Adopted by Council: Date ��� 'i ►�� �,
Certified sed by Council Secret y BY
By
Approve by Ma r: te �� � �^`�� ��� J� � Appr by Mayor for S is on t�o_C�ouncil
B •
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pINK � —FINANCE - ' rGITY OF� SAINT �PAUL � File N�O. - ��
� CANARY —OEPARTMENT
9l.UE •—MAYOR �
� - � -� Ordindnce Ordinance N�.
Preseated By
Referred To Committee: Date
Out of Committee By Date
An ordinance amending Chapter 86 of the Saint
Paul Administrative Code entitled "Signing of
Contracts, Deeds , Bonds , Checks" to provide
for the Mayor to delegate his authority to
sign contracts under $15,000.00 in value.
THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN:
Section l .
That Chapter 86 of the Saint Paul Administrative Code
be amended in Section 86.01 to read as follows:
"Sec. 86.01. City contracts, execution. Except
as otherwise provided by law, all contracts made
in the name of the City of Saint Paul and authorized
by the city council shall be executed on behalf of
the city by the mayor, or such designees as he may
authorize by administrative order filed with the
city clerk; provided, that such authorization shall
be extended to such designees only for contracts
of a stated dollar value of �e�--�l�et�sar�d--de��a�s
�$�A,-BAA.-AA} fifteen thousand dollars ($15 , 000.00)
or less , e�--�c3r3�n�a���--�a-�-i-�g--�o---s-t��--�a�.�e; and
the l�e�c� director of the department of finance and
management services.
Section 2.
That this ordinance shall take effect and be in force thirty
(30) days after its passage, approval and publication.
COUNCIL MEMBERS Reque' s_ted by Department of:
y� Nays
Dimond
�� [n Favor
Goswitz °
�h�� Against By
sonnen
Wilson _
Form A y City At ney
Adopted by Council: Date _�'
Certified Passed by Councii Secretary
By
By
Appr by Mayor foc S is on to Council
Approved by Mayor: Date
. By
- - � � ` � � ��r-/3�3
9. Ordinance 88-1382 - amending Chapter 86 of the Adminis- Approved as amendE
trative Code by adding a new paragraph pertaining to
signing of contracts, deeds, bonds and checks and
providing for the execution of contracts in amount of
$750 or less by the Director of Finance and Management
Services. (Rererred from Council August 23)
0. 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 to
delegate his authority to sign contracts under $15,000.
11 . Resolutian 8$-I423 - approving the apoointment 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 .
` ' .. � , � . �1�-�/3�3
���, . , CITY OF SAINT PAUL
;:tt�+.,.� �. i .
�:�u ii�,u ' OB'F'ZCE OF' TH� CITY COU�TCIL
�ommittee Report
�`i�ance. l�ana, eme�t, & Persannel Commi�tee.
September 12, 1988
1 . Approval of minutes of ineetings h�id August 22 and 29. A roved
PP
2. Resolution 88-I339 - amenciing the 1988 budget by � Laid over to 9/19
adding $400.000 to the Financing 3 Spending Plans for
Property Management Fund-City Hail Annex. (Referred
from Council August 16, laid over in Committee
August 29) � �
3. Resolution 88-1286 - amending the 1988 budget by '• Laid;over to 9/19
adding $20,000 to the Financing �nd Spending Plans � _
for Tuition Reimbursement Program. (Referred from ' ,
� Counc i 1 August� 25). •
4. Resolu.tion 88-1441 - amending the 1988 budget by Laid over to 9/19
, adding $6. l00 to the Financing and Spending Plans � . -
for Traffic Mainterrance projects. (Referred from
Councii September 1)
5. Resolution 88-1305 - changing the rate of pay for Approved
� Environmental Health Technician.,.5upervisor 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 Coliective A roved
PP
Bargaining Agreement between the City and the Pro-
. fessional Employees Association, Inc. (Referred
from Council September 1)
7. Discussion 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 proposais and assign the
disposition of surpius materials, supplies and reai
� property. (Referred from Council August 23) '
(continued)
CTTY FiALL SEVENTH FLOOR SAIN'I'PAUL, MINNESOT� 55102
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_ _ � _ :_ _ � -��
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WHITE - CiTV GLERK � �
PINK� - FINANCE GITY QF� SAINT PAUL Council
CANARY -OEPARTMENT �
BIUE -MAYOR . Flie NO. � _/3��
'C�I W Z/L�/`CG Ordinance N O.
Preseated By � -��t��=t/�
Referred To /�L��A+r/G� Committee: Date �%����
Out of Committee By Date
An ordinance amending Chapter 86 of the •Saint
Paul Administrative Code entitled "Signing of • -
Contracts, Deeds, Bonds, Checks" to provide
for the Mayor to delegate his authority to
_ � sign contracts under $15,000.00 in value.
THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN:
Section 1 .
That Chapter 86 of the Saint Paul Administrative Code
be amended in Section 86.01 to read as follows:
� "Sec. 86.01. City contracts, execution. Except
as otherwise provided by law, all contracts made
in the name of the City of Saint Paul and authorized
by the city council shall be executed on behalf of
the city by the mayor, or such designees as -�-may ��'��
authorize by administrative order filed with the `—
city clerk; provided, that such authorization shall
be extended to � such designees only for contracts
of a stated dollar value of �e�--�l�et�sa��--�s��a�s
� ���A,-eAA:AA� fifteen thousand dollars ($15,000.00)
or less, e�+--ce�r���Gs_-�i-�g-_-�o--�a��-_�a��e- and
the l�eac� director of the department of finance and
management services.
Section 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
�n� In Favor
Goswitz
Rettman '
s�ne;ne� Against By
Sonnen �
Wilson
Form A y City At ey
Adopted by �Council: Date
c
Certified Passed by Council Secretary BY
By
Approved by Mayor: Date Appr by Mayor for S is on to CounciI
By
� . ._ ' � �' ' �-..� 3�3
t t . . . ....� �
:� ;0�
• CITY OF SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM
To: Department and Office Directors _
From: Mayor George Latime
Re: Purchasing Amendme
Date: August 1, 1988 �
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 reques�s
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
xeport on some issues.
Under the proposed policy, departments and offices will still be
able to engage in such a practice, but wiZl 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 RFP
procedure immediately.
Finally, we will be proposing some changes in final approval
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,Ot�O.
Couneit Resea�-ch Center
�U G 12 i�88
. , � , �. � ���--�,��3
�_ . .
,.
The Director of Finance and Management Services' signature will be
the only one required for cantracts under $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.
Indicate attachment of necessary paperwork, or in other words
submit a fully documented file to accomplish' the items listed
above. �
Please circulate this memo amonq your staff who have or will become
� involved with any of these procurement issues. Please contact�Gene
Schiller (4637) or Linda Camp (5501) if you wish to discuss these
items in further detail.
•. � . � . � � _. � �,z.�./��.3
� ��0.
CITY OF SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM
To: Department and Office Directors
From: Mayor George Latime
Re: Purchasing Amendme s
Date: August 1, 1988
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 functionse
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 t.o
$750 to provide additional flexibility for City staff.
Second, we will be restructuring the process for issuing reques�s
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 RFP
procedure immediately.
Finally, we will be proposing some changes in final approval
process for contracts having a value of $15, 000 and under. If our
amendments are adopted, it will no longer be necessary for both the
Finance Director and the Mayor to sign all contracts under $15, OJ�J.
Councif Research Center
I�UG 121988
� �. � � � � ' -� � G,c'�"��`�
The Director of Finance and Management Services' signature will be
the only one required for contracts under $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 sti1�1
maintaining the necessary oversight. The new dollar limits are in
keeping with inflation, and are consistent with State Statutes.
Indicate attachment of necessary paperwork, or in other words
submit a fully documented file to accomplish the items listed
above.
Please circulate this memo among your staff who have or will become
involved with any of these procurement issues. Please contact Gene
Schiller (4637) or Linda Camp (5501) if you wish to discuss these
items in further detail.
. . ;
1s� � �-��3-�� ' � � .
2nd � � � -�� -��
3rd 9=" -2��d' � Adopted /O - �--��
Yeas
Nays .
DIMOND .
GOSWITZ � ��- /.3�..�
LONG � . : , �j�,� .
�, - "
�� l 7.�9�-�
S��
WILSON
MR• PRESIDENT, SCHEIBEL