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85-512 WHITE - CITV CLERK PINK - EINANCE CITY OF SAINT PAITL Council _ � CAN�tARV - 6EPARTMENT BLUE -MAVOR File NO. � Ordin�nce Ordinance N 0. � Presented By Referred To Committee: Date Out of Committee By Date Page 3. Section 4. This o dinan e is deemed a part of the St. Paul Adm' istrative Code and sh 11 be incorporated therein and given an appr �riate chapter and or se tion number at the time of the next re ision of said Adm nistr tive Code. Section 5. This o dina e shall take effect and be in force 30 days after its ssage, approval and publication. COUNCILMEN Yeas Nays Request d by Department of: �a�ixSonnen � � pfeW In Favor Masenz � Scheibel Against BY ' TedesCo Wilson MAY 2 81985 Form Ap ve Cit tto ey Adopted by Council: Da e t Certified Pas u cil S ry BY By Appr v d by Mayor: D ' MAY [ 9 1985 App by Mayor fo ub s`sion t Council B B JUN 8 1985 . . Finance/Purchasing • ' �:DEPARTMENT �� NQ 306 Bill Peter CONTACT /�a�� _ PHONE 3 29/85 DATE reen ee A�SIGN NUMBER FOR ROUTING RDER li All Locations for Si nature : Department Director � Director of Managemen /Mayor �Finance and Management Servic s Director 4 . City Clerk ! Budget Director �City Attorney WHAT WILL BE ACHIEVED BY AKING TION ON THE ATTACHED MATERIALS? (Purpose/ Rationale) : The dollar caps th t now exist in Chapter 82 are ar�tiquated and do not conform to the Sta e co petitive bidding law (Piinn. Stat. 471. 45) . � �c� 's R CEIVED APR 1 �5 COST/BENEFIT BUDGETARY D PERS NNEL IMPACTS ANTICIPATED: MAYpR' To establish unif rmity with the statute, the attache��F��famend ng Chapter 82 so tha our rdinance reflects exactly what exists n w in the State law. FINANCING SOURCE AND BUD ET ACT VITY NUMBER CHARGED OR CREDITED: (Mayor's signa ture not re- Total Amount of Trans ction; quired if un r ' $10,000) ; Funding Source: Activity Number: ATTACHMENTS List and N mber A1 Attachments : Ordinance ,' DEPARTMENT REVIEW CITY ATTORNEY REVIEW ' Yes No Council esoluti n Required? Resolution Required? Yes No Yes No Insuranc Requi d? Insurance Sufficient? Yes No Yes No Insuranc Attac ed: (SEE REVERSE SIDE FOR INSTRUCTIONS) Revised 12/84 . - HOW TO USE THE GREEN SHETT ` , _ ` , The GREEN SHEET has several PURPOSES: 1. to assist in routing documents and in securing required signatures 2. to brief the reviewers of documerits on the impacts of approval 3. to help ensure that necessary supporting materials are prepared, and, if required, attached. Providing complete information under the listed headings enables reviewers to make decisions on the documents and eliminates follow-up contacts that may delay execution. The COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS heading provides space to explain the cost/benefit aspects of the decision. Costs and benefits related both to City budget (General Fund and/or Special Funds) and to broader financial impacts (cost to users, homeowners or other groups affected by the action) . The personnel impact is a description of change or shift of Full-Ti.me Equivalent (FTE) positions. If a CONTRACT amount is less than $10,000, the Mayor's signature is not required, if the department director signs. A contract must always be first signed by the outside agency before routing through City offices. Below is the preferred ROUTING for the five most frequent types of documents: CONTRACTS (assumes authorized budget exists) l. Outside Agency 4. Mayor 2. Initiat�ng Department 5. Finance Director 3. City Attorney 6. Finance Accounting ADMINISTRATIVE ORDER (Budget Revision) ADMINISTRATIVE ORDERS (all others) 1. Activity Manager 1. Initiating` Department 2. Department Accountant 2. City Attorney 3. Department Director 3. Director of Management/Mayor 4. Budget Director 4. City Clerk 5. City Clerk 6. Chief Accountant, F&MS COUNCIL RESOLUTION (Amend. Bdgts./Accept. Grants) COUNCIL RESOLUTION (all others) 1. Department Director 1. Initiating Department 2. Budget Director 2. City Attorney 3. City Attorney 3. Director of Management/Mayor 4. Director of Management/Mayor 4. City Clerk 5. Chair, Finance, Mngmt. & Personnel Com. 5. City Council 6. City Clerk 7. City Council 8. Chief Accountant, F&MS ' SUPPORTING MATERIALS. In the ATTACHMENTS section, identify all attachments. If the Green Sheet is well done, no letter of transmittal need be included (unless signing such a letter is one of the requested actions) . Note: If an agreement requires evidence of insurance/co-insurance, a Certificate of Insurance should be one of the attachments at time of routing. � Note: Actions which require City Council Resolutions include: � 1. Contractual relationship with another governmental unit. 2. Collective bargaining contracts. 3. Purchase, sale or lease of land. 4. Issuance of bonds by City. 5. Eminent domain. , 6. Assumption of liability by City, or granting by City of indemnification. 7. Agreements with State or Federal Government under which they are providing funding. 8. Budget amendments. WHITE �� CITY CIERK PINK - INANCE COUIICll CANARV - PARTMENT ITY OF SAINT PAUL � BLUE -M oa � � File NO. -�/� O rdin�nce Ordinance N 0. /7�y� Presented By Referred To � � Committee: Date ' � Out of Committee Date An o in nce relating to purchasing procedures and pub ic o tracts; amending Chapter 82 of the St. Paul Ad inis ative Code. THE COUNCIL F TH TY OF SAINT PAUL DOES ORDAIN: Section 1. That S ction 82.02 the St. Paul Administrative Co � is amended o rea : /$2.02 ]� /� RMAL BIDS QUIRED_]' 6e��ae�e-�.t�=exee 9 e�-��,e. sx�-� -��93Q99. _ .� tk�e._�,mouz�t. .�f. a. .�ox�t�.a�t i es.ti.ma �ed. .t,o. b.e. in .exc.e.ss.. e. . �e.s �a.re. . esign e _ i, . _inneso_ a. _ , a u es , ec ion . , u iv s ion , t e contract �"F`ialT�Ge ma�e on�T`�y u`pon oompe ive ea e i s an a ter advertisement theref r in he official newsp er for at least once a week or two successive eks. Such ad- . vertis ment hall state the kind nd quantity of articl s des red and the quality ereof either in full o by r ference to the standa specifications , and the ti e and place for the filing a opening of bi s . All fo al b ds shall be on forms pro ided by the p r- chasin agen , shall state the price, he quantity d qualit of � ch _article bid on, and sha 1 be sealed,. but ma be a to one or all of the artic es named i the ad ertis ment, and shall also be file at the t'me and pl ce th rein designated. All bids sh 11 be pu - licly pened by the purchasing agent at the time an place amed 'n the advertisement in the pres nce of the m or a director of finance and managem t servic s or heir representatives and such oth r perso s as y be present. COUNCILMEN Reque d by Department of: � - Yeas Nay � ^ � ��Sonne� , 7 � Drew In Favor Masanz � . �� Nicosia B scne�be� Against Y Tedesco Wilson Adopted by Council: Da e Form Approved by City Attorney Certified Passed by Council S cretary BY By Approved by Mayor: Date Approved by Mayor for Submission t Council By By . ' . � ��- -�i� • . `7�c/y . a'`e,� Pag e 2 . Section 2. That e tion 2 .03 of the St. Paul Administrative Co e is amended read• /$2 .03� INF RMAL BIDS OR QUOTATIONS_7 If the amount f c ntract is estimated to be a�e�e-�l�ax $�;9A8- �.�- es9-�l�ax-$�9;AA8 between the threshold f i ures desi ated in Minnesota tatutes Section . u vision , e con rac may e ma e up n competi ive se 2 bids or by direct negotiation, by obt ining two or more quotations for the purcha.s or sal when poss 'ble, and without adver�ising� for bids o othe ise omplying with the requirements of com etiti e bid �ng. All quotations obtained sh 11 be kep on f' le for � period of at least one year. af ter eceip thereof�' If the contract is made upo compet' tive ealed bid� such bids may be invited b notice poste in the of ice of the purchasing a�ent ' for at least two days pr�;or to the opening of bids , Saturd ys , S ndays and ho�idays excepted, on forms �,__ prc�uid d by he purchasing"�agent and submitted prio to the openi g hour and dat shown on the bid form. Bids s all b opened publicl�;. Where it is advant eous to the city, the purchasing a�ent may negotiate ex en- � sions o exi ting contracts at&�,the sa.me or more fa orable terms or pe iods of not more tY�an 12 months at a t ime. `.� ',iy ' Section 3 . That S ctio 82 .04 of the St. Paui A ministrative ode is amended o re d: /52 .04. LER CONTR�SCTS; DISCRETIO OF PURCHAS NG AGENT. If the amount of the contract i estimate to . be ��,9AA-e • iess than the threshold fi re desi ated in Mi esot Statu es ec n u ivision , , the c ntrac may be made either upon quota 'on or n � ' • the o en ma ket, in the discretion of the p chasi g agent but, so far as practicable, shall be sed n at le st tw quotations which shall be kept o fil - for a perio of at least one year. after receip th reof. WHITE - CITV CLEli.K PINK - FINANCE "' COLLI1C11 CANARY -DEPARTMENT�. ITY OF SAINT PAITL File NO. � �j� BLUE -MAVOR Ordindnce Ordinance r10. �TO�� Presented By Referred To Committee: Date Out of Committee By Date Page . Section 4. _ This o dina e is deeme a part of the St. Paul Adm' istrative Code and sh 11 be incorporate therein and given �an appr riate chapter and or se tion number t the time of the next re ision of said Adm nistr tive Code. Sectio S. This o dinan e shall take effe t and be in force 30 days after its p ssage, approval and publ cation. ` S "� Yeas COUNCILME Na s Re ested by Department of: � _ Y �KSonnen � r o,eW In Favor Masanz NiCOSia A gai ns t BY Scheibel Tedesco Wilson Form A e y Ci y Att ey Adopted by Council: Da e � Certified Passed by Council S cretary BY By � Approved by Mayor: Date A d by Mayor for Su issi Council r By � � - �� / � c ♦��==o,� CITY OF SAI T P�UL ` ' OFFICE OF THE CITY TTORNEY � iiii�i i��ii ;g +,�„�� EDWARD P. STARR, CI ATTORNEY 0 `Q�o�•� 647 City Hall,Saint Paul Minnesota 55102 612-298-5121 GEORGE LATIMER MAYOR P�arch 11, 1985 ��-�-'�'�,;'�� `L`f� �i��YJ LeeAnn Turchin MP „� Office of Mayor �Ay��'S Q��'� 347 City Hall Dear LeeAnn: Attached please find n ordinance amending Chapter 82 of. the Administrative ode. Chapter 82 deal with the procedure for the City' s taking co eti- tive bids in al of i s buying. The dollar cap that now exist in Chapter 82 are antiquated nd do not conform to th State competitive bidding law (P�iinn. S at. §471. 345) . In order to es ablis uniformity with the statute, I have ta en the liberty to draft the attached amendment to Chapter 82 s that our ordinance eflec s exactly what exists now in the State law. The attached mendm nt represents no policy change as the P rchasing Division has lways followed the State Statute as opposed t the Code and this is le ally proper. If you wish t disc ss this matter further, please do not esitate to contact me. Yours truly, PAUL F. C C OSKEY Assistant Ci y Att rney PFl"I:cg Encl. �"i-��/�� '�_ , ,:-_- � � . . . �!�"--•�:_..._,�t�s__� ,�'"" �'�..`,.� �`C7" �t �� __. . �� --a J `/T�'. ,-_ � ��- y �� .>.�.�� .�r�� :�;;,; (,:r '�,-.�, �. .� �.��d�°-- f:. :.,,; r„_ .- -. .__.. . .-.- ��'�.�� C;�'��'� �� } .�� x''I�ICI: p�� Z�nr CIT�'� CQII1.` r` - . .. . . . � _:�_:,� .:i ft�� CI •� - ;�-'�`.�'.-` ..f:-� ' .: _' : �..= �:. �`:'. • r;�� . . D ct t e . May 9 , 9 8 5 ��1 ->�:'=J:' • - - ' - .�.. � �,� (�TE � F� E PO � ► T i O = Sa n� P � I Ci�� Co?� ; ��id . - - r p � R�} . C � '� 1� 1 �� i? FINANCE, MANAG�'�LENT & PERSON EL � C� I r�, AMES SCHEIBEL . 1 . Approva 1 r m i nu =s fram meer i ng he 1 d May 2, 1985� �D� - P� � Z. Letter of the St te Oe�ar�ent or" Revenue transmitting at�plic�c orts for re�+uc i on i n the ass2s seri va 1 uati on of c�r�-�i n rea 1 es�at_ n the City ar S . Paul as follows: �317o84 by Fac-reli-Q MaZeri�15 Han ling Co.. #3I7 98 try pus Corporation, #317o44 by 5oderberg, Inc.,tt3 7036 by Gre3o R- Palen, �3I7029 by Louis J. Makiesky and �317046 b Frz�sri c!c Thorne, Jr. 1 ��,� �Ve� /� /� �+�j�� .t-n �r �r 3. Le�er v the. S -te Deaar~��nent or Revenue transmi tti ng app 1 i ca i ons for re�u tion i assesse� valuation or cer-z�irt re�i est�ze as foliows: �3175o by Farm Nouse �ood Corp. ana #317511 by Lowe. � awn '' St. Paul Compan •�/� U��l'� �/JdPf1/�/�� 4. Acminis` ative r�er authorizing payment to �enja.min Thompson Assoc- i a s, I c. fo e.�cpenses for R i ver;ronz Des i gn Cha 1 1 enge Progr m. 5. Re u t � appr v i ng Rvr-c Authori ty �I n�ustri a i De�ie i opment Rev nue Bonds, in the unt or �3�0,000 for imoroveme�ts at the Latior enter Bui idin , 411 in St;e=t by West Seven�ch Partnerst�ip.� j,.. ,/�� U 6. Reso 1 ut on ame, di ng Sec�i on 12. Temporary E�np 1 oymer�t, of the i v i i . Service Rules egarding more erficient payroll auditing. (Per onRe?) . �.�iD 0� � 7. e�oluti n dir ting the City Attorney's office to move to va ate an awar issue to Philip �. Jonnson pursuant to an amen�me�►t or Ru 1 e 1 a ot= the PerSOnne 1 Ru 1 es.�l� v�� .`/t!�/ 1y 8. Re�olut �n rec mmending the Char�er Commission consider ame��!a"ng ChBDT_°T' Z f t e City Char-er re?etive to the term or City Co �ncil mem��•-G � G� . 9. ,� er 82 ofi the Administrative ode per aininc to ,� : ac�s. (Finance}�p/1J� QS ��_ /l��?'�� t0. Status of 198 bu�geT - Greg 6lees, Budger Oire�Tqr. �D /7��?�ry. /��s��4Ss� i� {�ee , C;iYHALL ' SLVENTH FLOOI: SAINT PAU , ri1ti�ESOT.�55102 ' 'r-�„