10.00.01 Summary of Purchasing Policy
Policy 10.00.01 – Summary of the Purchasing Policy Page 1 of 2 CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 10 Purchasing Policy No. 10.00.01 SECTION: 00 Introduction
Page: 1 of 2 SUBJECT: 01 Summary of the Purchasing Policy PURPOSE: The Administrative Policy Manual (APM), Chapter 10, Purchasing Policy, offers guidance in purchasing approval levels,
policies and procedures. Many of the purchasing policies presented represent best practices developed over the years. As the title to this section suggests, the following paragraphs
provide an introduction to and a summary of the City’s Purchasing Policy outlined in subsequent sections of this chapter. While this section is an introduction, users should refer to
specific policies in subsequent sections for more specific polices and procedures. Processing Requirements and Approval Levels. Requirements for approvals of all construction and non-construction
purchases follows: Personal Property, Commodities, and Services (Non-Construction) -Bid Threshold $25,000 Total Purchase Amount Requisition Process Approval Level Total Purchase Purchase
Type Less than $500 No Quotation Department Head* Requisition/P.O. $500 to $1,999 Three Verbal Quotes Department Head* Requisition/P.O. $2,000 to $4,999 Three Written Quotes Department
Head* Requisition/P.O. $5,000 to $9,999 Three Written Quotes City Manager* Requisition/P.O. $10,000 to $24,999 Three Written Quotes City Manager* Requisition/P.O $25,000 & over Formal
Bid City Commission Requisition/Contract Construction Projects -Bid Threshold $75,000 Total Purchase Amount Requisition Process Approval Level Total Purchase Purchase Type Less than
$ 500 No Quotation Department Director* Requisition/P.O. $500 to $1,999 Three Verbal Quotes Department Director* Requisition/P.O. $2,000 to $4,999 Three Written Quotes Department Director*
Requisition/P.O. $5,000 to $9,999 Three Written Quotes City Manager* Requisition/P.O. $10,000 to $74,999 Three Written Quotes City Manager Requisition/P.O $75,000 or above Formal Bid
Process Commission Requisition/Contract *Or Designee
Policy 10.00.01 – Summary of the Purchasing Policy Page 2 of 2 Bids and Proposals. Section 05 of the Purchasing APM provides policies and procedures for formal bids and proposals (10.05.01).
This section also identifies exceptions to the bid process such as piggybacking and emergency-'purchases (10.05.02). When a formal bid is required for purchases $25,000 and over ($75,000
and over for construction projects). it identifies the required specifications and the necessary requirements for insurance coverage and bonds. Change Orders: Section 06 of the Purchasing
APM provides the policies for Change Orders for construction projects approved with and without contingency funding, other purchases of $500, Blanket Purchase Orders over $500, and professional
service contracts. Emergency Purchases: Section 10 of the Purchasing APM provides the policy and procedure for authorization by the City Manager to make emergency purchases by all departments.
Any emergency purchase that exceeds the formal bid amount requires presentation to the City Commission on the earliest possible agenda date after the emergency. Debar or Suspend: Section
12 establishes provision for the Purchasing Agent, after consulting with the City Manager and City Attorney, to debar or suspend a business from consideration for bid awards. Disposition
of Surplus and Obsolete Property: Section 13 provides direction on the process to use for disposition of surplus and obsolete property. The policy requires submitting a listing of all
surplus or obsolete equipment to the City Manager, or designee, for approval prior to the disposition. Surplus vehicles shall be turned into the Fleet Services for disposition. The policy
outlines the procedure to remove the asset from the City's inventory account. DEVELOPED BY: Procurement Services EFFECTIVE DATE: February 1, 2009 Kurt Bressner Kurt Bressner City Manager