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HomeMy WebLinkAboutStudy Session Agenda Packet 08-21-17 STUDY SESSION AGENDA CITY COUNCIL CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO August 21, 2017 6:30 p.m. Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. Call Sara Spaulding, Public Information Officer 303-235-2877 at least one week in advance of a meeting if you are interested in participating and need inclusion assistance. Citizen Comment on Agenda Items 1. Staff Report(s) 2. Cultural Commission’s Cultural Vision 3. Proposed Purchasing Amendments 4. Elected Officials’ Report(s) ADJOURNMENT Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Joyce Manwaring, Parks and Recreation Director DATE: August 21, 2017 SUBJECT: Cultural Commission – Developing a Cultural Vision for the City Summary Report The Wheat Ridge Cultural Commission is appointed by the City Council and charged primarily with promoting and fostering cultural arts in the City. With these duties in mind, the Commission recognized that it needs to become a true steward and advocate of cultural arts. The Commission held two special work sessions in May and June to begin developing a cultural vision for the City. In addition, the Commission conducted a community survey in March and April to determine the level of support for and awareness of cultural activity in Wheat Ridge. Diane Robb, Chairperson of the Commission, will be in attendance at the study session to present a summary of the Commission’s works to date and to seek input from the Mayor and City Council. ATTACHMENTS: 1. Work sessions on developing a cultural vision – summary report 2. Cultural Commission Activities Survey Summary Wheat Ridge Cultural Commission Work Sessions on Developing a Cultural Vision for the City Summary Report Participants: Jerith Gronski, Discussion Leader; Diane Robb, Chair; Gay Porter DeNile- on, Vice Chair; Ron Gehauf, Carol Mathews, Milly Nadler, Sandy Nance, Dave Opp, Jill Shannon The Wheat Ridge Cultural Commission held two special sessions, one on Saturday, May 13, and the other on Wednesday, June 7, 2017, to begin developing a Cultural Vi- sion for the city. Appointed by the Wheat Ridge City Council, the Cultural Commission is charged with •promoting Cultural Arts in Wheat Ridge and fostering cultural enrichment and education opportunities for the community; •making recommendations to the Mayor, City Manager and City Council on matters relating to Cultural Arts; •developing cultural arts programs and promoting artistic endeavors; •fostering positive relationships with community members and entities interested in supporting Cultural Arts; •providing a communication forum and acting as a resource for artists; •seeking community input on the implementation and management of public art; and •assisting the City with grant proposal and fundraising activities as directed by the City Manager. With these duties in mind, the Cultural Commission recognizes that it needs to become a true steward and advocate of Cultural Arts in the City and play a leading role in help- ing fulfill Community Service Goal 6 of the Envision Wheat Ridge Comprehensive Plan: Goal CS 6 – Continue to support diverse arts and cultural amenities. Wheat Ridge will continue to promote and support a rich assortment of community amenities to improve and enhance the quality of life for area residents, employees, and visitors. CS 6.1 – Arts and Culture. The City will continue to provide existing arts and cultural offerings such as community concerts, public art, the historic park, and the Carnation Festival, and will seek opportunities to partner and expand arts and cultural programs. Additionally, the Cultural Commission agrees that Cultural Arts play a vital role in the economic and aesthetic development and viability of the community and in particular the city’s Key Value of Enhancing Community Character and Accentuating Quality Design. Attachment 1 A well-defined, universal Cultural Vision for the City is necessary to begin the process of developing a road map for achieving these goals and values. Most urgently, a Cul- tural Vision will provide consistent, cogent talking points for our group and other stakeholders, including elected officials and city management, when talking with Wheat Ridge residents and potential residents, developers, visitors and businesses about the cultural offerings and outlook in the City. To this end, we began by researching how cultural visions are created and implemented in other communities. We looked at the strategic plans and master plans of the City, its departments and LocalWorks to determine where Cultural Arts is considered and how it could be better incorporated into those documents. We also conducted a community survey in March and April to determine the level of support for and awareness of cul- tural activity in Wheat Ridge. Almost 160 people responded, and nearly every partici- pant in the survey ranked cultural activities in Wheat Ridge as important, with 68% (108) selecting “Very important” and 30% choosing “Somewhat important.” (See at- tached summary) During our first work session we identified the different elements, entities, and com- munities in Wheat Ridge that make it culturally unique. We determined that a Cultural Vision for Wheat Ridge should take into account the following: PERSONALITY TRAITS • Rural vibe, not a lot of sidewalks on neighborhood streets, urban farming, big gar- dens, big yards, trees, wildlife • Generational arc, caring for our seniors, our children and everyone in between • Value community heritage • Value independence, egalitarian • Outdoor enthusiasts who enjoy our open spaces • Eclectic, variety of house styles, mom-and-pop businesses—not big box LOCATION • Proximity to the cultural scene in Denver, Arvada, Lakewood • Gateway to the mountains and surrounding communities PHYSICAL ASSETS • Rolling topography • Clear Creek Trail • Mountain views • Great parks • Trees • Historical buildings These physical and personality attributes, along with the intentional planning by the City, have created a dynamic, diverse community and a demand for an attractive, more sophisticated cultural presence. Now is the time to create a clear Cultural Vision for Wheat Ridge. The stakeholders who will benefit from a Cultural Vision are literally everyone who lives or works in or visits Wheat Ridge, but more specifically, key stakeholders include • Artists and performers • Local businesses • City and County Governments • Residents • Visitors • Nonresident employees • Nonprofit organizations, including faith and ethnic communities • Neighborhood groups • Cultural clubs/groups • Developers • Special districts (RTD, SCFD, Library, etc.) During our second session, we focused on how a Cultural Vision provides the framework for the above-mentioned stakeholders — particularly artisans and policy makers — in approaching and discussing Cultural Arts that impact the community, as well as the process of implementing a cultural awareness and presence in the community. But first we clarified that Cultural Arts is broader than just Public Art1, which receives direct funding from the City and is another driving force in solidifying a Cultural Vi- sion in the near future. Cultural Arts includes visual art, performing arts and literary arts. This applies to creation, performances, preservation and education of dance, live music, storytell-ing, poetry, drama, comedy, heritage and history, murals, sculptures and pottery, arts education, museums, theater, film and any other expression of creativity or imagination that compliments and enhances the community. We posed three questions: What is the status of Cultural Arts in Wheat Ridge now? Where do we want it to be? How will we get there? 1 Public Art is already governed by a well-defined Public Art Management Plan and was not dis- cussed at length during these work sessions. The Cultural Commission recognizes that the fund for public art is growing and has plans to review and update its list of appropriate sites for public art and implement the public art selection process, as outlined by the plan, during its regularly scheduled meetings. Currently, the Cultural Arts scene in the City is segmented, volunteer driven, often am- ateur, ad hoc and not particularly well promoted or recognized. A few long-standing events, such as Performances in the Park and the Carnation Festival, are well known and well attended, but many smaller events, venues and artistic endeavors could bene- fit from a higher level of awareness that a coordinated effort would bring. While we fully support the independent creativity that makes Cultural Arts vibrant and original, and we would never presume to dictate what art should be or mean to any in- dividual, the Cultural Commission envisions a Cultural Arts community that is • Unified through such things as a community-wide calendar of cultural events oc- curring in Wheat Ridge (regardless of origin or venue), cross-promotion of activi- ties and venues, and branding by common banner or plaque that designates the ac- tivity or site as part of “Wheat Ridge Cultural Arts.” • Professional, in the sense that there is a commitment at all levels of government as well as by local business and organizations to support Cultural Arts as a part of what makes Wheat Ridge thrive. This could include the assistance from a current city staff member whose job description includes attention to the Cultural Arts of the city2; dedicated public funding of arts and cultural endeavors beyond public art, and the creation of space for such endeavors. Professional also reflects a desire to bring more high-caliber arts into the community, such as juried art events, more studios of artists who earn a living by plying their craft, more performances of pro- fessional musicians and actors, and curated signage and exhibits of historical ven- ues and artifacts. • Supported by the City Council, businesses and community, to the extent that Cultural Arts are naturally part of the conversation when decisions regarding the develop- ment, direction and activities of Wheat Ridge are made. • Recognized as relevant to the community, because Cultural Arts bring value to the lives or our residents and are a reason to live, visit and do business in Wheat Ridge. In addition to developing a clear Cultural Vision Statement, the Cultural Commission outlined the following first steps necessary to achieve this unity, professionalism, sup- port, and recognition: • Develop a cultural arts resource inventory and a resource network • Create partnerships with existing art and cultural groups, as well as local businesses and other stakeholders 2 The Cultural Commission would of course be the overseer of Cultural Arts, but we envision the elevation of Cultural Arts in staff priorities when appropriate. • Educate the community and stakeholders through handouts, displays and participa- tion in events where we can explain the Vision and the cultural resources of the community • Identifying Cultural Arts opportunities for the community • Promoting Cultural Arts to the community • Fostering cultural growth in the community. Examples of the ways in which the Cultural Commission can and does engage in activi- ties that call for a clear vision and support include: Goal: Identify and support Cultural Arts opportunities Strategy: Encourage artistic works available to the public in private developments Action item: Supply developers with the Cultural Vision and the Public Art Master Plan and offer guidance on the process Example (what has been done elsewhere): Metal garden-themed pergola walkway with benches located near the parking garage at Belmar or butterfly benches and art-on-loan program in Broomfield Goal: Educate the community and stakeholders on city's Cultural Vision and resources Strategy: Participate in community events such as Ridgefest Activity: Make arrangements to have chalk artists come to this year's Ridgefest. Working with LocalWorks to coordinate ideal location to highlight the chalk art. Cultural Com- mission also aims to have handouts identifying the city's cultural resources and a sum- mary of the Cultural Commission’s recent community survey. Goal: Promote cultural opportunities Strategy: Promote Wheat Ridge Action: Wrap transit boxes along G-line that crosses Wheat Ridge boundaries with art- work. Commissioner Nance has been an active participant, and recently a staff planner has taken over the effort to coordinate Wheat Ridge’s participation with RTD on the project. Goal: Enhance the visual appearance of the City Strategy: Identify and add Cultural Arts high points in the community for residents and visitors alike Action: Develop a walkable Cultural Loop in the City center that includes public art, in- teractive displays, historical sites, and community businesses and venues that hold or exhibit cultural events. The Cultural Commission now seeks input from and the permission of the Wheat Ridge City government, both elected and staff, to craft a Cultural Vision containing the ele- ments detailed in this document and to develop the supporting materials. WRCC Cultural Activities Awareness Survey This survey was conducted in March and April of 2017, via the online tool Survey Monkey. It was developed by the Wheat Ridge Cultural Commission and administered by commissioner at-large Gay Porter DeNileon. The survey garnered 159 self-selected respondents. Because of the size and self selection, the survey is not statistically significant, and as such, it does reflect a lack of awareness of or attention to local social media and other outreach efforts, such as Mayor’s Matters, which were the media used to attract survey participants. However, the survey does provide a starting point for efforts to foster cultural awareness in Wheat Ridge. Highlights of the survey are discussed below. Nearly every participant in the survey ranked cultural activities in Wheat Ridge as important, with 68% (108) selecting “Very important” and 30% choosing “Somewhat important.” The Cultural Commission hosts a number of events, so participants were asked about their attendance at these events. Nearly 72% (114) of respondents had attended at least one event, while only 7% (11) attended six or more. Not surprisingly, because of its reputation, longevity and number of events each year, Performances in the Park garnered the most visits, with nearly 72% of respondents attending a performance in the past two years. The Wheat Ridge Artist Studio Tour saw the next highest level of participation, with just over 36% (41) of respondents participating. Respondents also showed an awareness of public art in the community, with nearly 33% stating they had visited a public art installation. Weekend days were far and away the first choice for attending events, with 51% choosing that option when asked what time would be the best for attendance. Weekday evenings followed, with 21%, followed closely by weekend evenings, with almost 20%. When asked what other types of events, all listed possibilities — art show, craft fair, public art in action, and performance art — received resounding support of more than 50%. “Other” suggestions included several calls for more concerts (particularly outdoor), outdoor movies, square dancing demonstrations, and theater, among other suggestions. Several people noted that culture goes beyond arts and crafts, and should include such things as humanities, food, local agriculture, and local history. Nearly 38% of respondents said they would be interested in participating in WRCC activities, with nearly 29% (42) offering to volunteer and 14% requesting to participate as an artist or performer. Most of those indicated they were visual artists, representing a variety of media. The responses to the question “Do you receive WRCC emails about WRCC-sponsored events in the community” were evenly split in three: 33% said yes, 33% said no, and 33% said no, but sign me up. The result is an additional 52 email addresses for the WRCC database. Attachment 2 Open ended comments were invited, and a number of people suggested more engagement with younger people, while others emphasized the importance of the history of the city. Numerous excellent suggestions will be considered as the WRCC moves forward with a cultural vision. Demographics - Nearly everyone (94%) who responded to the survey lives in Wheat Ridge, while 40% work in or have a business in the city. Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Heather Geyer, Administrative Services Director Jennifer Nellis, Purchasing Agent DATE: August 14, 2018 (for Study Session August 21th) SUBJECT: Increase Purchasing Limits and Approval Levels Staff is recommending amendments to the City purchasing policy to increase purchasing limits and approval levels. The City’s current purchasing limits were last amended by City Council in November of 2011. BACKGROUND: The proposed policy changes will streamline the City’s purchasing and contracting processes in the following ways: • Streamline the award notification process and payment process • Increase the revenue share in the purchasing card program • Provide quicker payment to vendors • Eliminate redundancy in approval processes • Increase accountability at management and staff levels • Shorten formal procurement time from preparation to award of contract The Purchasing and Contracting Division, a division of the Administrative Services Department is composed of a full-time Purchasing Agent and a .5 part-time Purchasing Technician. The Purchasing Division provides purchasing and contracting services to the entire City. To continue to meet demand for complex procurement services, the proposed amendments are in alignment with maintaining a business-friendly community and improving service to our internal and external customers. Attachment 1 and Figure 1 illustrate a metric that is used to assess capacity and level of service in the Purchasing Division. Purchasing volume is driven by increases in the overall City budget (to include General Fund, CIP and special revenue funds). Performance metrics outlined at the top of Attachment 1 show the number of solicitations by type, yet due to the complexity and timing of various purchasing and contracting processes and because each project can have unique variables, it is difficult to quantify the average time spent on a formal bid. Study Session – Increase Purchasing Limits and Approval Levels August 21, 2017 Page 2 While staff within each department are relied upon for their expertise for project scope development, bid evaluation etc., the coordination of the formal bid and proposal processes for all departments are managed by the Purchasing Division. Subject to priorities and capacity of internal customers, as specifications and plans are developed, purchasing staff is consulted regarding procurement type, award criteria and schedule. Solicitation scheduling begins with consideration of Council meeting dates and project priority, funding sources such as federal grants, and the number and type of solicitations in process at that time. Multiple staff members are included in the procurement process which includes solicitation postings; pre-bid, bid opening and shortlist meetings; communication with bidders; interviews; site visits or demonstrations; reference checks and other evaluation discussions; and preparation of the CAF. Purchasing staff continually looks for ways to streamline and create efficiencies in work processes for the benefit of all departments. The recommendations outlined in this memorandum are ways staff can continue to maintain the level of procurement related services, anticipating an increasing volume of complex work, without the need to significantly increase staffing levels. Figure 1: Total Dollars Expended YEAR TOTAL EXPENSED DOLLARS 2012 $7,574,509 2013 $13,144,313 2014 $7,927,266 2015 $10,676,158 2016 $8,955,413 2017 PROJECTED $9,350,000 (does NOT include hailstorm repairs or hook ramp construction at Clear Creek Crossing) Attachments have been provided to visually demonstrate the current purchasing guidelines and approval levels (Attachment 2), and the proposed purchasing guidelines and approval levels (Attachment 3). The results of a recent Purchasing Limit and Approval Survey (Attachment 4), update the information provided to Council in 2011. RECOMMENDATIONS: The proposed purchasing limit increases and approval level changes are outlined in the three recommended amendments below: Amendment #1: Purchasing Card Single-Purchase Limit Staff is recommending increasing the standard purchasing card single transaction limit from $3,000 to $5,000. Study Session – Increase Purchasing Limits and Approval Levels August 21, 2017 Page 3 Purchasing cards (P-cards) have been used by City staff since 1997. Technology improvements continue to expand the ease of use of P-cards, such as for on-line purchases or direct payment to vendors via phone. The number of vendors who accept P-cards as a method of payment also continues to increase. The City benefits when using P-cards through the tiered volume rebate program through Commerce Bank. Figure 2 below demonstrates the volume of the City’s P-card usage. In the past, the City was able to pay utility bills using the P-card until 2014. Xcel and other utility providers began charging excessive fees to make large payments using a P-card and the City determined that it is no longer a cost effective payment method for utility payments. However, the overall rebate is still relevant, but less, as shown on the following chart. Figure 2: Purchasing Card YEAR P-Card Volume Rebate Utility Volume Utility Rebate Total Volume Total Rebate 2011 $1,547,081.00 $9,359.00 $891,403.00 $5,421.00 $2,438,484.00 $14,780.00 2012 $1,754,225.00 $10,899.00 $956,412.00 $3,188.00 $2,710,637.00 $14,087.00 2013 $1,746,690.00 $11,134.00 $908,897.00 $4,460.00 $2,655,587.00 $15,594.00 2014 N/A N/A N/A N/A $1,394,057.00 $8,691.00 2015 $1,740,431.00 $9,673.00 N/A N/A $1,740,431.00 $9,673.00 2016 $1,707,850.00 $10,429.00 N/A N/A $1,707,850.00 $10,429.00 2017 6 mo $814,126.00 $4,937.00 N/A N/A $814,126.00 $4,937.00 By increasing the single purchase limit from $3,000 to $5,000 (the discretionary purchase limit for goods and services) an option for payment by P-card, instead of a check, is added. This has the potential to increase P-card spending, decreasing processing time to vendors and increasing the rebate program revenue share. Amendment #2: Signature Approval Levels In an effort to maintain level of service with the increased purchasing volume, staff is recommending that signature approval levels be changed to the following tiered structure shown in Figure 3 below: Figure 3: Purchasing Signature Approval Levels DEPARTMENT DIRECTOR FROM Over $5,000 Up to $15,000 TO Over $5,000 Up to $25,000 CITY MANAGER FROM Over $15,000 Up to $35,000 TO Over $25,000 Up to $100,000 CITY COUNCIL FROM Over $35,000 TO Over $100,000 Study Session – Increase Purchasing Limits and Approval Levels August 21, 2017 Page 4 Seventeen cities and five counties were recently surveyed regarding their current purchasing policies related to limits and approvals. Eleven cities and three counties have made upward changes when compared to a similar survey conducted in 2011. Another four entities, in addition to Wheat Ridge, are proposing changes for their organizations. One significant comparison regarding Council approval/re-approval levels of budgeted goods, services and CIP projects is shown below. Figure 4: Council Approval Level Survey RE-APPROVAL LEVELS LOCAL AGENCY $25,000 City of Englewood, Adams County, Boulder County $35,000 City of Wheat Ridge (current) $50,000 City of Arvada, City of Brighton, City of Northglenn $60,000 West Metro Fire District $75,000 City and County of Broomfield, City of Westminster, Larimer County $100,000 Town of Parker, Jefferson County, South Metro Fire Rescue, City of Golden, and the City of Wheat Ridge (recommended) Over $100,000 City of Aurora, City of Fort Collins (if sole source), City of Loveland, Metro Wastewater, City of Centennial Not Required (if approved in budget) City of Boulder, City of Denver, City of Durango, City of Fort Collins, City of Greeley, City of Lakewood, City of Longmont, City of Thornton, Arapahoe County, CDOT and the State of Colorado Amendment #3: Purchasing Acquisition Limits The third recommendation includes amending purchasing acquisition limits as outlined below: 1. Combine goods and services purchasing types to simplify purchasing processes for staff city-wide a. Allow discretionary purchases up to $5,000 b. Informal quotes (written) over $5,000 up to $25,000 c. Formal bids and proposals over $25,000 2. Establish a specific category for professional services, awards based on qualifications per the Brooks Act, and defined as professional services provided by architects, engineers, landscape architects, surveyors and land surveyors a. Discretionary selection among on-call consultants for tasks up to $25,000 b. Informal quotes or Request for Proposals (RFP’s) among on-call consultants for tasks over $25,000 up to $50,000 c. New, formal Request for Qualifications (RFQ’s) aka Statement of Qualifications (SOQ’s) for consultant selection over $50,000 Study Session – Increase Purchasing Limits and Approval Levels August 21, 2017 Page 5 The Brooks Act (public Law 92-582), also known as Qualification Based Selection (QBS), which was enacted on October 18, 1972, establishes the procurement process by which architects and engineers (A/E) are selected for design contracts with federal design and construction agencies. Contracts for A/E’s are negotiated on the basis of demonstrated competence and qualification for the type of professional services required, at a fair and reasonable price. Under QBS procurement procedures, price quotations are not a consideration in the selection process. This process, while not required for the City of Wheat Ridge (except when a sub-recipient of federal grant dollars), has been adopted in various ways by non-federal agencies, including Wheat Ridge, as a procurement best practice. Adding a specific category for professional services will relieve several constraints felt under the current $25,000 informal bid limits. As a result of the current limit, work projects have been broken into small pieces in order to use consultants that have been selected through an established QBS process and contracted on an on-call basis, based on known fee and profit schedules. The City will benefit by being able to work more efficiently with these consultants, and the consultants will spend less time and money responding to solicitations for relatively small dollar awards, as was just seen with one on-call consultant abstaining from a recent request, RFP-17-22 Land Surveying Services for ROW Corrections. 3. Specific to CIP and construction a. Informal quotes over $25,000 up to $100,000 b. Formal solicitations over $100,000 The current discretionary limit for construction is $25,000, and that still seems reasonable for the City. Raising the informal quote limit for construction from $50,000 to $100,000 is intended to reflect the current construction supply and demand issues, as well as allowing departments to make recommendations (with Director and City Manager approval) to speed up contractor- specific work and project completion. Aligning formal procurement for construction projects with the proposed Council approval level assures that Council will be aware of these larger dollar commitments. Staff recommends bringing forward the proposed purchasing limit and approval level changes to the August 28, 2017 City Council meeting for adoption by resolution. ATTACHMENTS: 1. Purchasing Performance Metrics 2. Current (2011) Purchasing and Competitive Bid Proposal Guidelines and Payment Methods & Signature Approval Levels 3. Proposed (2017) Purchasing and Competitive Bid Proposal Guidelines and Payment Methods & Signature Approval Levels 4. MAPO Purchasing Limit and Approval Survey 2017 Formal Solicitations By Solicitation Type YEAR DQ ITB RFB RFP RFQ RFI TOTAL Addenda Pre-Bids RE-bids Coop Grant/Fed New as Renewals Other 2012 2 14 8 7 4 0 35 38 4 3 2 2 9 2013 3 8 5 7 3 0 26 29 3 0 0 3 6 1 protest 2014 2 5 6 8 4 2 27 28 7 0 1 2 14 2015 0 10 8 7 5 1 31 38 10 1 1 5 6 2016 3 10 9 11 3 0 36 29 9 1 2 0 6 1 single source 2017 (mid- Aug)9 5 7 2 23 23 3 1 2 2 14 interviews 2017 projected 5 2 1 1 9 1 Formal Solicitations By Approval Level CM approval Proposed CM approval Proposed Council approval YEAR <35K 35K-50K 50K-75K 75K-100K >35<100 100K-250K250K-500K 500K-1M 1M+>100 Total above 2012 16 3 5 3 11 3 2 1 2 8 35 35 2013 9 5 1 1 7 2 3 2 1 8 24 26 2014 6 10 1 2 13 1 0 2 1 4 23 27 2015 7 5 2 2 9 4 2 1 2 9 25 31 2016 11 3 4 1 8 8 1 0 0 9 28 35 2017- July 6 2 2 2 6 5 2 1 2 10 22 23 projected YE 4 1 1 2 1 1 4 9 9 Purchasing Performance Metrics Note: The totals shown by approval level do not include bids prepared for solicitation, but not awarded for a variety of reasons, such as; no responses, timing and delays, changes to scope and/or budget. Cooperative awards (not otherwise solicted) are included in the approval level numbers. This report does not include the hailstorm repair solicitations.Attachment 1 • City of ?WlieatRi_dge PURCHASING AND COMPETITIVE BID PROPOSAL GUIDELINES -.__._ I -o L-...--1 I ---RESPONSIBLE SELECTION BID TYPE PARTY REQUIREMENTS LIMITS BY PURCHASE TYPE , __ ""' -?• l I -Goods Services Construction ' :::: Discretionary: Department Department for small dollar purchases desionee designee Up to $3,000 I Up to $10,000 Up to $25,000 Department OR Requires minimum Informal Quotes: OQ* Purchasing of 3 written quotes $3.001 -$25,000 $10,000 -$25,000 $25,001 -$50,000 -� -Formal Bids & Proposals: Requires fonnal Includes RFP, 1TB, RFQ * Purchasing solicitation $25,001 and up $25,001 and up $50,001 and up � uu = uocumented Quote • 1TB = Invitation to Bid • RFP = Request for Proposal • RFB = Request for Bids • RFO :: Request for Qualification PAYMENT METHODS & SIGNATURE APPROVAL LEVELS PURCHASE LIMITS OF: AUTHORIZATION BY: METHOD OF PAYMENT Up to $3,000 Department desionee Purchasing Card, if possible Up to $4,999 Department designee Stamp, unless a P.O. is required $5,000-$14,999 Director Purchase Reoulsition $15,000-$34,999 Citv Manaoer Purchase Requisition AND Purchase Order Purchase Requisition. Purchase Order, CAF AND back-$35.,000 and above City Council up documentation from Council minutes Purchasing Policy Attachment 2 - .,,_..-_. CITY OF WHEAT RIDGE PURCHASING AND COMPETITIVE BID AND PROPOSAL GUIDELINES General Purchasing Tips: •Determine the total dollar amount for the year. Do not split orders. •Check cooperative bids such as State, MAPO, WSCA or contact the Purchasing & Contracting Division•Quotes must be written. Purchasing reviews each order. External audits are performed yearly. Signature Approval Levels: LIMITS AUTHORIZATION METHOD Purchases up to $3,000 Department designee Purchasing Card, when possible Purchases up to $4,999 Department designee Stamp, unless PO is required Purchases of $5,000 -$14,999 Director* Purchase Reauisition Purchases from $15,000 -$34 999 City Manager Purchase Reauisition AND Purchase Order Purchases of $35,000 and above City Council Purchase Reauisition, Purchase Order, CAF, *Some Directors may choose to approve all requests of their department Payment Methods 1.Purchasing Card: AND back-up Council minutes •Whenever possible, a purchasing card should be use to make payments on goods and services that total $3,000 or less per singletransaction. There is a $7,000 monthly limit. •Any purchases made with a purchasing card cannot be associated with a PO. 2.Stamp:•An "OK to Pay" Stamp is used to initiate payment to a vendor for goods or services that total up to $4,999 in instances when a purchasingcard cannot be used.•If you have a PO #, you can use an "OK to Pay Stamp" by writing the PO # next to the stamp information. 3.Purchase Requisition:•A Purchase Requisition is used to initiate payment to a vendor for goods or services that total $5,000 to $14,999. The Purchase Requisitionprovides records of appropriate signature approvals. Appropriate back up document should be included with the requisition. 4.Purchase Orders {PO):•Purchase Orders are generally required to purchase goods or services that total $15,000 or more. The primary reasons for issuing aPurchase Order are as follows:a.written approval for large dollar purchasesb.to ensure availability of adequate funds and to encumber funds in the accounting systemc.to ensure adequate product specification for vendors, and/ord.to facilitate vendor requirements•Blanket Purchase Orders are initiated for repetitive purchases made from the same vendor over an extended period of time not to exceedone year. NOTE: There are instances where Purchase Order exceptions are made. Examples of exceptions are: gas, postage, utilities, advertisement, insurance premiums, permits, per diem, contributions, single purchases up to $4,999, conference registration, member dues, licensing, and subscriptions. Refer to PO Exceptions List for complete itemization. Proposed August 2017 = BID TYPE RESPONSIBLE PARTY SELECTION REQUIREMENTS LIMITS BY PURCHASE TYPE Goods and Services Professional Services Construction Discretionary: for small dollar purchases Department designee Multiple verbal or written quotes recommended Up to $5,000 Up to $25,000 Up to $25,000 Informal Quotes: DQ*Department OR Purchasing Requires minimum of 3 written quotes Over $5,000 Up to $25,000 Over $25,000 Up to $50,000 Over $25,000 Up to $100,000 Formal Bids & Proposals: Includes RFB, ITB, RFP, RFQ/SOQ Purchasing, based on statement of need or work from Department Requires formal solicitation by Purchasing Over $25,000 Over $50,000 Over $100,000 • DQ = Documented ouote • ITB = lnvitation to Bid = • RFP = Request for Proposal • RFB = Request for Bids PURCHASE LIMITS OF: Up to $5,000 Over $5,000 Up to $25,000 Over $25,000 Up to $100,000 Over $100,000 Department designee, Department Director, City Manager and City Council Purchase Requisition, Purchase Order, CAF AND back- up documentation from Council minutes Purchase Orders are required for all software licenses and support/maintenance agreements. PO exceptions apply, as further defined. PURCHASING AND COMPETITIVE BID PROPOSAL GUIDELINES Department designee, Department Director and City Manager Purchase Requisition AND Purchase Order PAYMENT METHODS & SIGNATURE APPROVAL LEVELS AUTHORIZATION BY:METHOD OF PAYMENT (required documentation includes quotes, invoices and correct GL account information ) Department designee Purchasinq Card, if possible/or Stamp, unless a PO is needed Purchase Requisition AND Purchase Order required over $15,000 • RFQ = Request for Qualification aka SOQ = Statement of Qualifications Professional Services = Architects, Engineers, Landscape Architects, Surveyors and Land Surveyors selection by RFQ/SOQ qualifications solicitation per the Brooks Act. Use established on-call professionals for discretionary selection, and informal DQ/RFP for task quotes. Department designee and Department Director Attachment 3 CITY OF WHEAT RIDGE - PURCHASING AND COMPETITIVE BID AND PROPOSAL GUIDELINES General Purchasing Tips:  Determine the total dollar amount for the year. Do not split orders.  Check cooperative bids such as State, MAPO, NASPO, CDOT or contact the Purchasing & Contracting Division for other cooperative resources.  Quotes must be written. Purchasing reviews each order. External audits are performed yearly. Signature Approval Levels: LIMITS AUTHORIZATION METHOD Up to $5,000 Department designee Purchasing Card if possible/or Stamp, unless a PO is needed Over $5,000 Up to $25,000 Department designee and Department Director Purchase Requisition AND Purchase Order required over $15,000 Over $25,000 Up to $100,000 Department designee, Department Director and City Manager Purchase Requisition AND Purchase Order Over $100,000 Department designee, Department Director, City Manager and City Council Purchase Requisition, Purchase Order, CAF, AND back-up documentation from Council minutes * Some Directors may choose to approve all requests of their department Payment Methods 1. Purchasing Card:  Whenever possible, a purchasing card should be used to make payments on goods and services that total $5,000 or less per single transaction. There is a $10,000 monthly limit.  Any purchases made with a purchasing card cannot be associated with a PO. 2. Stamp:  An “OK to Pay” Stamp is used to initiate payment to a vendor for goods or services that total up to $4,999 in instances when a purchasing card cannot be used.  If you have a PO #, you can use an “OK to Pay Stamp” by writing the PO # next to the stamp information. 3. Purchase Requisition:  A Purchase Requisition is used to initiate payment to a vendor for goods or services that total over $5,000 to $15,000. The Purchase Requisition provides records of appropriate signature approvals. Appropriate back up document should be included with the requisition. 4. Purchase Orders (PO):  Purchase Orders are generally required to purchase goods or services that total more than $15,000 or more. The primary reasons for issuing a Purchase Order are as follows: a. written communication authorizing the purchase from the correct account b. to ensure availability of adequate funds and to encumber funds in the accounting system c. to ensure adequate product specification for vendors, and/or d. to facilitate vendor requirements  Blanket Purchase Orders are initiated for repetitive purchases made from the same vendor over an extended period of time not to exceed one year. NOTE: There are instances where Purchase Order exceptions are made. Examples of exceptions are: gas, postage, utilities, advertisement, insurance premiums, permits, per diem, contributions, single purchases up to $5,000, conference registration, member dues, licensing, and subscriptions. Refer to PO Exceptions List for complete itemization. MAPO Purchasing Approval Limits Survey - 2017 AGENCY NAME Discretionary / documented quotes preferred Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels City of Arvada Soon to request changes, but currently same as in 2011. Up to $2000 $5,000 - <$15,000 by departments; PO's created by departments; notes (not quotes) audited by purchasing When not informal (as requested by Dept. Dir. For goods and non-prof. services), or when over $50,000 and Council reapproves. Done by Dept. (or by Purchasing on request) $50,000 or more, SOQ for Professional Services. Done by dept. (or by Purchasing on request). Field Order Authorization Card (FOAC)for <$2K purchases (internal "card" type sys.That replacesfieldorderforms.)No P-Card currently,but its anoptionalcomponentofournewBankServs.Contract w/Bank One. Goods &Non-professional servs.<$15K:Dept.Dir.or Designee*Goods &Non- professional servs.$15K to <$50K:City Mgr.or Designee*Construction &Professional servs.to <$50K:Dept.Dir.or Designee*Goods,Non-professional &Professional servs.,&Construction $50K &+:Council Sole Source:<$15K approved by Purchasing Mgr.$15K &+approved by City Mgr.w/Purch.Mgr.recommendation Emergency Purchases:Per Ordinance,to be approved by City Mgr.PO"s &mod's in Oracle sys.$50K &+:Purchasing Mgr.or designee.*Approval delegation is supposed to be in written form. Blue indicates proposed levels. Up to $5,000 $5,000 -<$50,000 Purchasing only Purchasing only City of Aurora NA $5000 - $25,000 $25,000 and over $25,000 and over Process handled by Finance.Council Reporting Requirements: non-competitive award allowed unless:Formally advertised; Public opening.Formally advertised; no public opening Weekly Report: 1. All awards of $25,000 - $49,999.99; 2. Competitive low bid awards up to $1,999,999.99 where the City has received at least three responsive bids and no bid protest has been filed; 3. Openly solicited awards up toReasonable pricing cannot be obtained, Another vendor has expressed interest in providing the good/service, The department wants the requirement competed, The PA determines that it is in the best interest of the City to compete the requirement. Council Agenda: 1. All awards of $2,000,000.00 or more; 2. Openly solicited awards of at least $50,000 when the City has received less than three proposals or a protest has been filed; 3. Competitive low bid awards of $50,000 or more when the City has received less than three bids or a bid protest has been filed; 4. Single or sole source awards of $50,000 or more; 5. Change order(s) and amendment(s) of $100,000 or (cumulative); 6. Construction contract change orders that exceed the approved contingency. ** NOTE: For multi-year awards, if the base award can be reported on the Weekly Report, the extension years can also be reported to Council on the Weekly Report. If the base award had to be approved on Council Agenda, the extension years will also have to be approved on Council Agenda. City of Boulder Up to $5,000 $5,000 - $50,000 Written Reviewed by Purchasing; PO prepared by Purchasing Over $50,000 By Purchasing Over $50,000 By Purchasing ?$1000 - $4999 Purchasing, but depts can initiate & conclude purchase if policies followed. Purchasing checks to assure compliance with policies. Priority based line item budget. Council does NOT reapprove award if on approved budget. City of Brighton - soon to request changes, but currently same as in 2011. Up to $2500 Open Market $2,500 - $25,000 - Three Written Quotes, PO required for all over $2,500 $25,000 and over $25,000 and over Dept Director selects users. Process handled by Finance. $2500 - $10,000 by Procurement Manager ; $10,000.01 - $50K by City Manager ; $50K and over by City Council City / County of Broomfield Up to and including $5,000 $5000 - $25,000 informal bids, oral or written (one time purchse or aggregate annual spend) PO required >$25,000 - $75,000 public notice: PO required; Contract optional >$75,000 public notice; Contract required < $50, petty cash; P-card - up to and including $5,000 PO required over $5,000; $5,000 - $25,000 discretionary; $25,000 - $75,000 Department Head/Finance Director and City Manager approval; Over $75,000 City Council re-approval City of Denver Up to $10,000 Open market Agency Discretion / some restrictions $10,000 - $50,000 (Format at Buyer discretion) Over $50,000 Over $50,000, or may not be needed for services that include professional advice Dept head selects users. Process Handled by Finance Staff Buyer:can approve up to $10,000;up to $15,000 if three or more bids received.Deputy Manager:has Unlimited Approval authorization.Associate Buyer:can approve up to $10,000;up to $25,000 if three or more bidsreceived.Senior buyer:can approve up to $25,000;up to $75,000 if three or morebidsreceived.Purchasing Supervisor:can approve up to $50,000;up to $100,000iffewerthanthreebidsreceived;up to $250,000 if three or more bids received. Assistant Deputy Manager:can approve up to $100,000 up to $250,000 if fewerthanthreebidsreceived;up to $499,999 if three or more bids received.DeputyManager: has Unlimited Approval authorization. Revised 2017 Attachment 4 MAPO Purchasing Approval Limits Survey - 2017 AGENCY NAME Discretionary / documented quotes preferred Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels City of Durango No new information available $1,001 - $10,000, two to three written quotes required. Specifications may be communicated via phone, fax or email. $10,001 - $50,000, a minimum of three written quotes required. Specifications must be communicated in writing. Contracts for services under $25,000 may be signed by Dept. Director, over $25,000 must be signed by City Manager. Over $50,000. Formal Contract Required.Over $50,000. Formal Contract Required.FPO up to and including $1,000. P-Cards up to $1,000 per transaction, $2,500 per month for most cardholders. Limits vary and are approved by Dept Head and Purchasing. Purchasing has higher limits and will use P-card in lieu of Purchase Orders whenever possible. Under $1,000 - Dept. Director approves. $1,000 & up - Department Director and Purchasing Agent approve. Any sole source over $5,000 must be approved by Purchasing Agent. Finance Director has final approval on all Purchase Orders and Direct Pay Requisitions (Blanket POs). City of Englewood No new information available $5000 - $24,999 two or more quotes on company letterhead De-centralized, Departments can send request to purchasing for quotes/ proposals on any dollar amount, but usually amounts over $5000. The City posts bids/ quotes/ proposals via BidNet. $25,000 and over General Fund, $50,000 Enterprise Fund. Construction bids are advertised in Daily Journal and Englewood Herald. May not have formal opening on RFP's (Wells Fargo Visa) Most Purchasing cards are set up with a $250 per transaction limit and a $5000 per cycle limit. Amount varies based on Department. Large purchasers $5,000/day & $25,000/month limit. Mega-cards Purchasing $30K/day-$75K/month The City uses Oracle software with approval levels based on hierarchy. All purchases over $10K require City Manager's approval. Council approval on amounts over $25,000 General fund/$50,000 Enterprise fund (even if budgeted). Sole source requires justification. Capital equipment amount is $5000/over 1 year life. Purchasing reviews all purchases, however Accounting also creates "cash disbursement" type purchase orders that don't require Purchasing intervention other than review. City of Fort Collins - considering raising some of these levels soon Up to $5,000 $5,000 - $60,000 $60,000 and over $60,000 and over P-Card; $5,000/ Transaction.Dollar Limit/Month & Number of Transactions/Day set by Account Manager. Purchasing Director has final approval if item/service is from a bid or proposal and Sole Source items- Up to $60K; City Manager $60K - $200K; City Council approves sole source over $200K. City used line item budget and project budget, Council does NOT reapprove is on approved budget. City of Golden Petty Cash - up to $50, Field Checks up to $500, Purchase Orders avove $20,000 Department Heads or designee up to $20,000, Finance Director up to $50,000, City manager up to $100,000, $2,000 - $10,000 Oral Quotes, $10,000 - $50,000 non-capital (quotes), $10,000 - $100,000 Capital improvements Non-capital $50,000 and above, Capital improvements $100,000 and above $50,000 and above Non-capital purchases sealed bids, $100,000 and above Capital improvements sealed bids Exceptions requiring City Council Approval: Capital improvements over $100,000, non-budgeted transactions over $50,000, budgeted purchases over $50,000 and 15% over budgeted amount. Exceptions to the bidding thresholds may be made on a case by case basis as allowed within this purchasing policy. City of Greeley Up to $5,000 $5,000 to $50,000 by Departments, reviewed by Purchasing $50,000 and over by Departments, or by Purchasing on request $50,000 and over by Departments, or by Purchasing on request P-Cards at all levels up to $2500 per purchase, $10,000 per month. Employees with Supervisor approval up to $5,000. Employees who have had Purchasing training can get quotes from $5,000 to $50,000, but they have to be sent to Purchasing for a Purchase Order. If over $50,000 it must be done by formal solicitation, whether by bid or proposal. Council does NOT reapprove purchases from approved budget, unless a project increases by more than 25%.City of Lakewood $5000 - $24,999 by department buyers $25,000 - $49,999 by the purchasing division $50,000 and over by the purchasing division $50,000 and over professional services (such as A/E may also be exempt) Up to $5000 limit per transaction Purchases under $50,000 require Dept Head approval; Purchases of $50,000 or over require Dept Head (or designee) and City Manager approval; Over $50,000 and not formally competed (or if unbudgeted or has a change in funding source) also requires Council approval. Contracts may be renewed by the Purchasing Manager and department head up to four (4) annual times based on satisfactory performance and competitive pricing. Contracts for public improvements awarded in excess of $50,000 require performance and payments bonds. Council does NOT reapprove if on approved budget.City of Longmont $5,001 - $50,000 $5,001 - $50,000 $50,001 and over $50,001 and over $5,000 limit per transaction. Varying monthly limits, established by Department Heads. $5,000 and below decentralized: end using dept. level.Purchasing Division approves all contracts/PO's over the $5,000.00 decentralized limit. There is no governing body approval requirement as long as the funds are budgeted and appropriated. Priority based line-itme budget, therefore Council does NOT reapprove unless "large" CIP amendments. Revised 2017 MAPO Purchasing Approval Limits Survey - 2017 AGENCY NAME Discretionary / documented quotes preferred Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels City of Loveland Up to $5,000 $5000 - $10,000 $30,000 $30,000 P-cards most to $1,000 some have higher limits for emergencies FPO's to $5,000, petty cash to $100 Individuals as designated by Dept Head to $49,999; Department Heads as designated by City Mgr to $250,000; City Manager to $499,999 as long as budgeted, if not budgeted it must go to Council; City Council must sign all contracts above $500,000; Professional services excluded from bid process. City of Northglenn Up to $5,000 $5000 - $25,000.00 $25,000.00 and over $25,000.00 and over Pro cards Multiple limits - set by Dept Head ;Petty cash check to $250 Bids/Proposals for engineering or architectural services are provisionally exempted from the formal bid process. CM approval to $50K. Above $25K require Council approval.City of Thornton Up to $10,000 $10,000 - $25,000 minimum 3 written quotes $25, 000 and over; formal $25, 000 and over; formal Purchasing cards $2500 per single transaction Approved by department supervisors and managers, with levels for each employee determined by Department Head or Deputy City Manager. Contracts and Purchasing sign all purchase orders. No purchases taken to City Council. Expenditures approved through adoption of annual budget, and any amendments that modify budget.City of Westminster Up to $7,500 $7,501 - $50,000 by Departments, quotes audited over $30K by Purchasing; PO's creatd by Depts. $50,000 and over by Departments, or by Purchasing on request $50,000 and over by Departments or by Purchasing on request P cards Most 1K per transaction 3K per month, Petty cash $200 month $1K - $5K : Department Designee $5K - 15K: Division Head $15K - $30K: Division Head and Purchasing Office $30K - $50K: Department and Purchasing Office Over $75K: City Council City of Wheat Ridge Up to $3,000 for goods, Up to $10,000 for services; Up to $25,000 for construction $10,000 - 25,000 for services; $3,000 - $25,000 for goods; $25,001 - $50,000 for construction - with written quotes by departments, reviewed by Purchasing $25,000 and over for goods; $50,000 and over for construction by Purchasing $25,000 and over for services by Purchasing P-cards up to $3,000 per transaction Directors approve all purchase requisitions $3000 and over. City Manager approves at $15,000 or more. Council approves all purchases of $35,000 or more. COWR proposed limits 8/2017 Up to $5,000 for goods and services, Up to $25,000 for Professional Services and Construction $5,000 - $25,000 for goods and services, $25,000 to $50,000 for Professional Services, $25,000 to $100,000 for construction by departments or by Purchasing on request Over $25,000 for goods and services, Over $100,000 for Construction by Purchasing Over $50,000 for Professional Services (RFQ/SOQ) for Architects, Engineers, Landscape Architects, Surveyors, Land Surveyors by Purchasing P-cards up to $5,000 per transaction, varying limitsas determined by need Up to $5,000 approved by department designee/supervisor; Up to $25,000 also approved by Department Director; Up to $100,000 also approved by City Manager; Over $100,000 approved by City Council. Town of Parker - soon to request new limits as shown Up to $5,000 $5,000 - $20,000 $5,000 - $30,000 Over $20,000 Over $50,000 Over $20,000 Over $50,000 Varying transaction and monthly limits (determined by department heads) Up to $2500 all approved employees; $5,000 Managers/Direct Reports; $10,000 Directors and Deputy level or others as identified; $50,000 Procurement Officer. Department director up to $50,000; Town Administrator between $50,000 and $100,000; Town Council over $100,000. Orders over $1,000 are reviewed and approved by purchasing and by IT when applicable. Up to $2500 Employees and Director; Up to $5,000 Direct reports to the Deputy Director / Deputy Chief; Up to $10,000 Deputy Directors / Deputy Chief; Up to $50,000 Directors / Chief; Up to $100,000 Town Administrator; Over $100,000 Must go on Town Council Agenda and signed by Mayor. Adams County No new information Up to $5,000 $5,000 - $25,000 $25,000 and over $25,000 and over P-Cards for purchases$2,500 and less; $10,000 per month $10,000 and less: Department Head approval $10,000 - $25,000: Department Head and Purchasing Manager approval $25,000 and over: County Administrator of Board approval Arapahoe County Up to $3,500 with three written quotes $3,500.00 to $24,999.99 PO required $25,000.00 and over $25,000.00 and over $0 to $3,499.99 $0 to $4,999.00 Certified Purchasing Agents (as certified by UPPCC) Centralized Purchasing, $5,000 to $99,000 Purchasing Manager, $100,000 to $250,000 Director of FinanceBoulder County No new information available Up to $2,499 Up to $24,999 $25K and over $25K and over LPO or p-card under $2,499 $25K & over (purchases and contracts) require Board approval ; Waivers for $15K and over require Board approval; Purchases with quotes attached under $25K Purchasing approves Revised 2017 MAPO Purchasing Approval Limits Survey - 2017 AGENCY NAME Discretionary / documented quotes preferred Informal Quotes / Bids Formal (Written) Bids; Sealed Bids Formal Proposals and/or RFP's Procurement Cards, Field Orders (FPO) and Other Approval Levels Jefferson County Divisions are encouraged to, but not requried to, obtain quotes under $50,000. Divisions are encouraged to, but not requried to, obtain quotes under $50,000. $50,000 - unless waiver of competition approved by Purchasing Manager $50,000 - unless waiver of competition approved by Purchasing Manager P-Card:- Typical user limit: $2500 per transaction - Purchasing Staff: No $ limit if all approvals in order- Directors up to $25,000 if desired-Some specialty cards at higher limits - Restrictions set by each division. FPO's:- Used by divisions that operate on a 24-hour basis- Dollar limit up to $25,000 - Should use existing awards if available. Purchasing Manager:-Up to $50K; County Manager: $50K up to $100K; Board of County Commissioners: $100K or more Larimer County Up to $50,000 Over $50,000 through Purchasing Over $50,000 through Purchasing Limits vary by need $5K -$50K requires Purchasing Director approval; Purchases over $50K require Board of County Commissioners approval - however this approval has been delegated to the Finance Director by proxy. Resulting contracts under $50K are signed by Dept Head, contracts between $50K - $75K are signed by County Manager, all contrracts above $75K must be signed by the Board. Metro Wastwater - working on changes, but did not say what else. Goods and Services $5,000 top $24,999 Goods and Services $5,000 to $24,999 Goods and Services $25,000 and over Goods and Services $25,000 and over P-card limits vary by user need.Up to $250,000 for District Manager; exceeding $250,000, requires Board approval Colo Dept of Transportation (CDOT) Services $5000 to $25,000 Services $25,000 to $50,000 and Goods $5000 to $50,000 Require Quotes on CO BIDS system Goods or Services over $50,000 require IFB or RFB on CO BIDS system over $50,000 Pro-card up to $5000 Up to $100K may be approved by Purchasing Agent Over $100K must be approved by Procurement Manager State Purchasing Office N/A Services $25,000 to $150,000 and Goods $5000 to $150,000 Require Documented Quotes published on CO BIDS system Goods or Services over $150,000 require IFB or RFP published on CO BIDS system over $150,000 P-card up to $5000 Based on individual delegation by State Purchasing South Metro Fire Rescue No new information available $5,000 Goods and Services $5,000 to $24,999 Goods and Services $25,000 and over Goods and Services $25,000 and over P-card up to $500 month (stations) Admin. ranges from $3,000 - $5,000/month Up to $5,000 for end user; Between $5,000 and $50,000 must be approved by Purchasing Manager or Designee; $50K - $100K must be approved by CFO and over $100K - Board must approve. West Metro Fire District $5,000 Goods and Services $5,000 to $24,999 Goods and Services $25,000 and over Goods and Services $25,000 and over Limits vary by position, minimum levels are $1,000 single and $2,000 monthly - up to $60,000 Up to $2,000 at Station Captain level discretionary, Supervisor approval required up to $25,000, Division Chiefs have authority to purchase up to $25,000, Deputy Chiefs up to $30,000 and the Fire Chief up to $60,000. Purchases over $60,000 require Board approval. Revised 2017