DATE: May 24, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Brock, Assistant City Administrator / CFO
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration Of Resolution No. 2019-49, A Resolution Adopting A Revised Purchasing Policy For City Of Franklin Procurements Not Pertaining To New Construction (06/13/19 Budget & Finance 4-0)
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Purpose
The purpose of this memorandum is to present Resolution No. 2019-49, a resolution that would adopt a revised Purchasing Policy for City of Franklin procurements not pertaining to new construction.
Background
Staff recommends that the Purchasing Policy for City of Franklin procurements not pertaining to new construction be revised in the following ways:
1. to clarify that the purchasing policy and City procedures regarding disposal of the City’s surplus personal property apply to disposal of such property even if it was donated to the City;
2. to clarify that the City does not require employees to make purchases related to travel exempt from sales tax;
3. to allow for multiple-contract awards, so long as such awards are made pursuant to purchasing policy provisions regarding competitive purchasing;
4. to clarify City policy regarding donations of products and services, either in full or priced below market, so long as pursuant to City procedures;
5. to clarify that trade-ins are not subject to the Franklin Municipal Code provision pertaining to the disposal of surplus personal property of the City; and
6. to otherwise update the City’s policy.
Resolution No. 2019-49 as proposed, including the revised policy as proposed, is attached. Also attached is a red-lined version of the revised policy as proposed. This red-lined version has marked all recommended changes to the text of the policy.
Financial Impact
Staff is not aware of any financial impact of these proposed policy changes.
Options
As an option to the proposed revisions, the Board of Mayor and Aldermen could choose to direct staff to make alterations to and then re-present proposed revisions.
Recommendation
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Staff recommends the Board of Mayor and Aldermen approve Resolution No. 2019-49, a resolution adopting a revised Purchasing Policy for City of Franklin procurements not pertaining to new construction.