Ordinance updates spending limits

McCook's city manager would be given authority to make purchases of up to $20,000 under terms of an ordinance presented Monday night for City Council consideration.

Called "Purchasing Procedures for the City of McCook," the proposed ordinance was drafted by City Manager Kurt Fritsch and City Clerk Lea Ann Doak. In developing the plan, the city officials relied heavily on purchasing policies already in effect in Kearney and Norfolk.

"Our aim is to bring the purchasing policies up to date," Fritsch said. "In many cases, we are already doing what the proposed purchasing policies are setting forth."

While the proposed ordinance -- No. 2007-2787 -- allows the city manager to make purchases of up to $20,000, it sets strict standards on how that authority could be exercised.

Here's how the purchase authority is explained: "When the estimated cost of supplies, equipment or contractual services is less than twenty thousand dollars ($20,000), the purchase shall be made in an open market, without newspaper advertisement and without observing the procedure prescribed for the award of formal contracts ... All such purchases shall be awarded by the Purchasing Agent, or his/her designee."

The proposed ordinance goes on to specify that two quotes must be solicited for purchases of between $1,000 and $20,000. The ordinance also stipulates that the purchase be based on the bid which is from "the lowest responsible and responsive bidder."

When the cost of supplies, equipment or contracted services exceeds $20,000, the ordinance requires that the contract for purchase be reviewed by the city attorney and approved by the City Council.

In the $20,000 plus category, bid invitations must be issued and formal written contracts must be made "from the lowest responsible and responsive bidder."

The overall purpose of the Purchasing Procedures, according to the language contained in the proposal, is "To procure for the City the highest quality in supplies, equipment and contractual services at the least expense to the City; to discourage uniform bidding ... and to obtain as full and open competition as possible ..."

At the request of City Attorney Rhonda Vetrovsky, the first reading of the proposed ordinance was postponed until the next council meeting, which will take place Monday, Feb. 5. This will allow Vetrovsky to review the proposed ordinance to determine if it conforms with existing city laws and codes.