04-135Council File # _�' 1 ,JY/
Ordinance #
Green Sheet # b 1 �314
ORDINANCE
CITY OF SAINT PAUL, MINNESOTA
39
Presented By
Refened To
Committee Date :
1 An administrative ordinance to amend Saint Paul Administrative Code Chapter 82, Purchasing
2 Procedures; Public Contracts, to conform the chapter to Minnesota State Statutes, facilitate title
3 changes and the transfer of contract and analysis services to the Office of Financial Services as
4 referenced in the chapter and to allow extension of contract time periods from twelve to twenty-
5 four months when it is advantageous to the city.
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8 THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN:
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Section 1
Section 82, Purcl�asing Procedures; Public Contracts, of the Saint Paul Administrative Code is
hereby amended to read as follows:
Sec. SZ.Ol. . De6nirions.
For purposes of this chapter, the followine words and phrases shall have the meanings set forth in
this section, except where the context clearly indicates that a different meaning is intended.
"'�naat.'� Contract shall means an agreement entered into by the city far the sale or
purchase of supplies; or materials, the sale, purchase. rental, or lease of equipment, the
acquisition of services, �L `�rco� or the construction, alteration, repair or maintenance
of real or personal property.
Manager shall mean the mana�er of the contract and analysis services section.
Purchastng agent shall mean an individual desi aYn ted by the manaeer to carry out the
purchasine and contractine functions assigned to the contract and analysis services section
Section 2
Section 82, Purchasing Procedures; Public Contracts, of the Saint Paul Administrative Code is
hereby amended to read as follows:
Sec. 82.02. Formal bids; contracts over fifty thousand dollars ($50.000.00�.
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1 (a) �--`---`- "- `If the amount of the contract is estimated to exceed the sum of fifty O � ' t �
2 thousand dollars ($50,000.00), sealed bids shall be solicited by public notice throu�h
3 advertisement fi�erefar in the
4 official newspaper for at least anee-x one week . Such
5 advertisement shall state the kind and quantity of articles desired and the quality thereof,
6 either in full or by reference to the standard specifications, and the time and place for the
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filing and opening of bids.
(b) All formai bids shall be on forms or in such formats , as
urescribed bv the mana¢er and shall state the price, the quantity and quality of each article
bid on, and shall be sealed, but may be as to one or ali of the articles named in the
advertisement, and shall also be filed at the time and place therein designated. All bids
shall be publiciy opened by fii�e a purchasing agent at the time and place named in the
advertisement.
� For contracts with reeard to reuairs and maintenance of ditches, bids shall not be re uc�ired
if the estimated amount of the contract does not exceed the amount s�ecified in
Minnesota Statutes. Section 103E.705, subdivisions 5, 6, and 7 or its conesponding
section.
Section 3
Section 82, Purchasing Procedures; Public Contracts, of the Saint Paul Administrative Code is
hereby amended to read as foliows:
Sec. 82.03. Informal bids or quotations; contracts between ten thousand dollars
($10,000.00) and �fty thousand dollars ($50,000.001.
(a) Tf the amount of a contract is estimated to �err�ere-than exceed ten thousand doilars
($1 Q000.00) but $aes not to exceed fifly thousand dollars ($50,000.00), the conri may
be made either upon eerrtpetitive sealed bids or by direct negotiation, by obtaining two (2)
or more quotations for the purchase or sale when possible, and without advertising for
bids or othenvise complying with the requirements of competitive bidding. All quotations
obtained shall be kept on file for a period of at least one yeaz after receipt thereof.
(b) If the contract is made upon eempetitive sealed bids, such bids may be invited by notice
posted in the contract and analysis services section office
for at least two (2) days prior to the opening of bids, Saturdays, Sundays and holidays
excepted, on forms provided by t�re a purchasing agent and submitted prior to the opening
hour and date shown on the bid form. Bids shall be opened publicly.
(c) Where it is advantageous to the ciry, tke a purchasing agent may negotiate extensions to
existing contracts at the same or more favorable terms for periods of not more than
fi�e�ve{-�2j twenty (24� months at a time.
Section 4
Section 82, Purchasing Procedures; Public Contracts, of the Saint Paul Administrative Code is
hereby amended to read as follows:
Sec. 82.04. Contracts less than ten thousand doilars �$10,000.00).
If the amount of the contract is estunated to be ten thousand dollazs ($10,000.00) or less,
4 the contract may be made either upon quotation or in the open market, in the discretion of the
5 purc;�rxsing-agent the director. �crt; If the contract is made upon quotation it shall be based,
6 so far as practicable, slrat�-be on at least two (2) quotations which shall be kept on file far a
7 period of at least one year after their receipt ii�eresf.
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Section 5
Section 82, Purchasing Procedures; Public Contracts, of the Saint Paul Administrative Code is
hereby amended to read as follows:
Sec. 82.05. . Noncompetitive or sin2le source supplies,
materials and equipment
The provisions of section 82 shall not a�plv to noncom_petitive or single source types and kinds
of supplies, materials and ec�uipment. "Sin¢le source" means an acauisition where, after a search
onlv one supolier is determined to be reasonably available for the required supnlies, materials or
eouipment when there is clearlv and legitimately onlv a single source for the supplies materials
or equipment and the manaeer determines that the price has been fairlv and reasonab�
established.
Section 6
Section 82, Purchasing Procedures; Public Contracts, of the Saint Paul Administrative Code zs
hereby amended to read as follows:
Sec. 82.06. Forms of contracts.
(a) , •
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Coniracts for the purchase of suppiies, materials, equipment, or services, and the
conshuction. alteration, repair or maintenance of real or personal pro�erty of two
thousand, five hundreds dollars ($2.500.001 or more, shall consist af, the offer to su�lv
on bid or quote to the citv and the acceptance of such offer bv the city bv the issuance of
a purchase order approved by the manager of the contract and analvsis services section
and a letter from a purchasine a�ent notifvinp the successful offeror of an award based
unon the offered bid or quote. A copy of said purchase order shall be retained by the
contract and analysis services section.
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1 Section 7 �/ ► _' J�
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3 That this ordinance revision shall take affect and be in force thirty (30) days after its passage,
4 approval and publication.
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� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
NI
DepartmenUoffice/cou�il: Datelnitiated: V � �
Mo - Mayor'sOffice ,�.��-� Green Sheet NO: 3010314
CoMact Person 8 Phone- Deoartment Sent To Person Initial(Date
fteyne Rofuth � 0 a or's Office
266-87�� Assign 1 a r•s
Must Be on Couneil l�qenda by (Date): Number y ouncil
For
Routing
Order
Total # of Signature Pages _(Clip NI Locations for Signature)
Actiort Requested:
Changes to Admiuistrative Ordinance, Chapter 82
Recommendations: Approve (A) or Reject (R): Personai Service Contracts Must Mswer the Following Questions:
Planning Commission 1. Has this person/firtn ever woriced under a contract for this departrnent?
CIB Committee Yes No
Civil Service Commission 2. Has this persoNfirtn ever been a city employee?
Yes No
3. Does fhis personlfircn possess a skill not nortnally possessed by any
current aty employee?
Yes No
Explain all yes answers on separate 5heet and attach to green sheet
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why):
Adnuuistrative Ordinauce Code changesto Chapter 82. See Attached.
AdvantagesffApproved:
5ee above
Disadvantages If Approved:
Nane.
Disadvantages If Not Approved:
Changes not made.
Total Amount of � CostlRevenue Budgeted:
Transaction: �, � ��� ������
Funding Source: Activib Number. °''��'
Financial Infortnation: A4 � c � � L
(ExPlainl vhti°d 6d e7 ZoQ°d �