Billings Council reviews updated purchasing policy ahead of May adoption

In a recent Billings City Council Work Session held on April 21, 2025, city officials engaged in critical discussions regarding the city's purchasing policy and procedures. The meeting highlighted the need for updates to ensure compliance with state laws and to enhance the efficiency of procurement processes across various city departments.

The session began with a review of a customer applications letter, which was directed to be routed through the Budget and Finance Committee for further recommendations. This step reflects the council's commitment to thorough oversight in financial matters, ensuring that all proposals are adequately vetted before being presented to the council.

A significant portion of the meeting focused on the city's purchasing policy, led by Liz Campa, the purchasing agent with nearly 24 years of experience in the city. Campa explained that the existing purchasing procedures had not been accurately followed, particularly concerning the Request for Proposals (RFP) and Request for Qualifications (RFQ) processes. She noted that a previous policy from 2016 had been inadvertently repealed, leading to confusion and inconsistencies in procurement practices.

Campa presented a draft resolution aimed at rectifying these issues, which will be brought to the council for approval at the May 12 meeting. The proposed changes include standardizing forms and contracts, establishing clear procedures for RFPs and RFQs, and implementing mandatory evaluation criteria for proposals. These updates are designed to maximize the city's return on investment and ensure accountability in purchasing decisions.

Council members raised important questions regarding the implementation of these new policies. Concerns were expressed about ensuring that all departments adhere to the updated procedures consistently. Additionally, the impact of these changes on the airport's operations was discussed, with members seeking clarity on how the new policies would align with federally funded projects.

The meeting underscored the council's proactive approach to governance, emphasizing the importance of transparency and accountability in city operations. As the council prepares to finalize the purchasing policy, the discussions reflect a broader commitment to improving city services and ensuring that procurement processes are both effective and compliant with legal standards.

Looking ahead, the council will continue to refine the purchasing policy and address any outstanding concerns before the upcoming vote. The anticipated changes are expected to enhance the efficiency of city operations and foster greater trust in the procurement process among stakeholders.