2010-32 Purchasing Policy AmendmentRESOLUTION 2010-32
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, REVISING THE VILLAGE'S
PURCHASING PROCEDURES AS SET FORTH IN THE VILLAGE'S
ACCOUNTING POLICIES AND PROCEDURES MANUAL FOR INTERNAL
CONTROLS TO EXEMPT BULK FUEL, DIESEL, AND INVENTORY
PURCHASES; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the Village's Purchasing Procedures, as set forth in the Village's Polices and
Procedures Manual for Internal Controls, mandates certain purchasing methods based on the
total cost of the purchase; and
WHEREAS, the Purchasing Procedures do not provide exemptions for routine purchases
necessary for providing Village services or for inventory purchases, and Village Administration
recommended that the Procedures be amended to exempt such purchases; and
WHEREAS, the Village Council determines that the adoption of this Resolution is in the best
interests of the Village and its residents.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM
BEACH, FLORIDA as follows:
Section 1. The foregoing recitals are hereby ratified and are incorporated herein.
Section 2. The Village Council hereby adopts the revisions to the Village's Purchasing
Procedures as identified in Exhibit "A" attached hereto and incorporated herein by reference.
These revised procedures shall be included in the Village's Policies and Procedures Manual for
Internal Controls.
Section 3. All resolutions or parts of resolutions in conflict herewith are hereby repealed to
the extent of such conflict.
Section 4. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS 27th DAY OF MAY, 2010.
(Village Seal)
ATTEST:
VILLAGE CLERK
Exhibit ~~A"
U
Purchasing Policy
Determining Purchasing Methods
a) All purchases that are budgeted to exceed $10,000 on either an annual basis or span
across fiscal years such as a "multi-year" contract:
1. Must be formally advertised in a newspaper of general circulation with the
advertisement being no less than fourteen (14) days prior to the opening ofbids.
2. Must be awarded on a sealed bid basis by vote of Village Council.
3. The vendors list will be used as a minimum notification list of available
vendors for the purposes of soliciting bids.
b) All purchases having an estimated cost between $1,000 and $10,000:
1. Require three (3) quotations. A written quote from each vendor is to be attached
to the requisition. Where a written quote is not available and on approval of the
Village Manager, a memorandum from the Department Head documenting the
three (3) verbal quotes is required. No hand-written quotes will be accepted.
2. Must be budgeted items.
3. Shall be authorized by Department Head, Finance Director, and Village Manager.
c) Purchases having an estimated cost of up to $1,000, unless otherwise described in this
manual:
1. Do not require bids or three (3) quotes; however, Department Heads are
encouraged to obtain the most cost effective price.
2. Must be budgeted items.
3. Shall be authorized by Department Heads.
d) Exceptions - In certain instances, exceptions to the above may exist and purchases may
be accomplished using alternate methods:
1. Through the use of the emergency purchase provisions as provided for in the
Emergency Purchases section of this manual.
2. When annual contracts exist, e.g., gas, oil, tires, office supplies, etc.
3. When requirements imposed by federal, state, or county grants provide different
regulations.
4. When the Village Manager deems it appropriate to use procedures of more
formality than set out above.
5. When the Village Council waives the purchasing roles and regulations.
e) The purchase of bulk motor and diesel fuel necessary to operate Village vehicles and the
purchase of inventory and goods for resale or distribution to the public shall not be
subiect to the rules and regulations set forth herein and may be approved by the Village
Manager and/or the Finance Director.
•