Less than Contract Extensions Managing Director and 20.2 – $3,000,000 previously approved by Manager of Purchasing and City Council Supply (jointly) requires – documented rationale Committee and City Council 20.2 Greater than Contract Extensions – $3,000,000 previously approved by City Council Up to $50,000 or Contract Amendments Managing Director or any 20.3 – 3% of the Contract subject to availability of employee exercising Value sufficient funds in delegated authority approval appropriate accounts and OR Committee and City budget Council Note: The City Manager may also exercise the approval authority of a Managing Director. Note: For all IRFQ, RFQ, RFP, RFT as outlined under policy sections 8.10,10, 11, 12, and 13, the criteria and analysis to determine best value must be clearly documented if not the lowest bid. SCHEDULE Levels of Contract Approval Authority [Continued] “A” – For the Appointment of Professional Consulting Services: Dollar Value Tool / Procurement Approval Authority Policy (excluding taxes, duty Process Section or shipping) Less than $100,000 Appointment from Managing Director 15 List $100,000 to $365,700 Proposals invited from 3 City Council 15 Firms on Pre-approved List Greater than $365,700 Two stages: City Council 15 REOI/RFQUAL and RFP
Less than $3,000,000 Contract Extensions – previously approved by City Council Managing Director and Manager of Purchasing and Supply (jointly) – requires documented rationale 20.2 Greater than $3,000,000 Contract Extensions – previously approved by City Council Committee and City Council 20.2 Up to $50,000 or 3% of the Contract Value Contract Amendments – subject to availability of sufficient funds in appropriate accounts and budget Managing Director or any employee exercising delegated authority approval OR Committee and City Council 20.3 Note: The City Manager may also exercise the approval authority of a Managing Director. Note: For all IRFQ, RFQ, RFP, RFT as outlined under policy sections 8.10,10, 11, 12, and 13, the criteria and analysis to determine best value must be clearly documented if not the lowest bid. SCHEDULE “A” – Levels of Contract Approval Authority [Continued] For the Appointment of Professional Consulting Services: Dollar Value (excluding taxes, duty or shipping) Tool / Procurement Process Approval Authority Policy Section Less than $100,000 Appointment from List Managing Director 15 $100,000 to $365,700 Proposals invited from 3 Firms on Pre-approved List City Council 15 Greater than $365,700 Two stages: REOI/RFQUAL and RFP City Council 15
Procurement-Policy.docx