Resolution 2016-62RESOLUTION NO. 2016-62
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
AMENDING THE CITY'S PURCHASING POLICY TO INCREASE LIMITS
FOR FORMAL AND INFORMAL PROCUREMENT AND INCREASING
SIGNING AUTHORITY LIMITS
WHEREAS, the City of Gilroy last amended the Purchasing Policy in 1993; and
WHEREAS, the current Purchasing Policy requires that all purchases between $1,000 and
$35,000 require at least three quotes prior to award; and
WHEREAS, the current Signing Authority limits permit only the City Administrator to
execute agreements on behalf of the City in amounts under $35,000; or with Council approval over
$35,000; and
WHEREAS, the existing purchasing limits have not been amended since 1993 and are out of
line with best practices and hinder efficient, effective procurement; and
WHEREAS, the City will retain all purchasing rules and regulations included the Gilroy City
Charter for projects defined as "Public Works" projects.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes increases
in purchasing limits and signing authority as described in Appendix "A" attached hereto.
BE IT FURTHER RESOLVED, as follows:
That the City Administrator, at their discretion and in writing, may designate individuals who
may procure equipment/supplies /materials and general services over $1,000 but not to exceed $5,000
with a City- issued purchase card.
PASSED AND ADOPTED this 5t" day of December, 2016, by the following roll call vote:
AYES: COUNCILMEMBERS: AULMAN, BRACCO, HARNEY, LEROE-
MUNOZ, TUCKER, VELASCO and WOODWARD
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
RESOLUTION NO. 2016-62
RESOLUTION NO. 2016-62
* City Administrator may designate employees who may make purchases up to $5,000 with a purchasing card.
THRESHOLD
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+ sLEVEL DEPARTMENT>:HEAD rCITY ,ADMiNtSTRATf)RCQUNCIL"APPROVAL
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000,$9,99999
$I00000`Abo�e,a?
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• Vendor selection at
• Informal
• Informal
• Formal Bid
fSiJPFLIES/ ` >3 ,
discretion of staff
bid/quotation —3
bid/quotation —
• Advertisement
1YIA1'ERiALS
quotes (verbal or
3 written quotes
• Council Approval
T
written)
• Purchasing
• Purchase
Furniture; hoses,
. Purchasing
Summary form w/
Requisition
parts, pipe}
Summary form
City Administrator
manholes, off1ce
w/ Purchasing
Approval
supplies, fuel,,tools, ;
Approval
• Purchase
FPE items, etc
Payment Method
a Purchase
Requisition
{
Purchase Card or
Requisition
Payment Request (if vendor
does not accept credit
Payment Method
Payment Method
Payment Method
cards)
Purchase Order*
Purchase Order
Purchase Order
GENERAL`
• Vendor selection at
• Informal
• Informal Bid/RFP
• Formal
'SERV)[CES -;
discretion of staff
bid/quotation —3
quotation — 3
Bid/RFP/RFQ
• May require insurance
quotes (verbal or
written quotes
• Advertisement
Jamtor�al,
documents depending
written)
• Purchasing
• Council Approval
landscaP e
on scope/ nature of
• Purchasing
Summary form w/
• Standard
maintenance, a'
work
Summary form
City Administrator
Agreement
equipment repair, Pi
w/ Department
Approval
a Purchase
nstallaiZOri; graffiti}
Head Approval
• Standard
Requisition
abatement; sei vice "
Payment Method
• Standard
Agreement
CA
Purchase Card (if
Agreement
• Purchase
u�at�formcleanmg,
incorporated)
• Purchase
Requisition
et �I r
ment Request signed b y
Requisition
,d
Purchasing Coordinator
x f Wz
if sole proprietor or partner)
( p p p )
Payment Method
Payment Method
Payment Method
Purchase Order*
Purchase Order
Purchase Order
rPROkSS106AL
• RFP/RFQ to at least 3
RFP/RFQ to at
• RFP/RFQ to a list
• Formal RFP/RFQ
3ERSaau "{ `
consultants
least 3
of consultants
• Advertisement
" },� ^'," -;
• Purchase Summary
consultants
• Evaluation
a Council Approval
"a
Consultants, x
Form w/ Purchasing
• Purchase
Spreadsheet w/
• Standard
r+ehttets, R� x,,;
Approval
Summary Form
City Administrator
Agreement
"' p +i ySk k S� I�
designers, auditors,
• Standard Agreement
w/ Department
Approval
• Purchase
etc. y Wyk
• Purchase Requisition
Head Approval
• Standard
Requisition
�, :?
`f:`s ��
• Standard
Agreement
��.,'
k
5 t'
Agreement
• Purchase
�'
r Y so
• Purchase
Requisition
y
Requisition
Payment Method
Payment Method
Payment Method
Payment Method
p :<
Purchase Order
Purchase Order
Purchase Order
Purchase Order
* City Administrator may designate employees who may make purchases up to $5,000 with a purchasing card.
I, SHAWNA FREELS, City Clerk of the City of Gilroy, do hereby certify that the
attached Resolution No. 2016 -62 is an original resolution, or true and correct copy of a city
Resolution, duly adopted by the Council of the City of Gilroy at a regular meeting of said
Council held on the 5h day of December, 2016 at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of
the City of Gilroy this 6t'Aay of December, 2016.
City Clerk of the City of Gilroy
(Seal)