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Pendergrass staff propose purchasing policy with $25,000 council threshold and p‑card rules
Summary
City staff presented a draft purchasing policy that would let department heads authorize purchases under $25,000, require purchase orders for items over $250, require competitive bids for purchases above $25,000 and set rules for p‑card (credit) use and vendor disclosures.
Jennifer, a city staff member, presented a draft purchasing policy meant to strengthen procurement controls, ethics disclosures and transparency.
Under the proposal, department heads could authorize purchases under $25,000; purchases over $25,000 would come to the council and require a competitive bidding process. The draft would require purchase orders for purchases over $250 and allow informal quotes (handwritten or verbal notes) for lower-value purchases. Vendors would be required to disclose relationships with city staff or officials; the policy would prohibit splitting purchases to evade thresholds, receiving gratuities or kickbacks, and personal use of city purchasing cards.
Jennifer said she drafted a longer policy and pared it back after feedback. She said there are standard exceptions (for items that cannot be competitively quoted, such as specialized vehicles) and that the city’s ordinance to implement the policy will be presented at the council meeting on the 28th (date cited in the meeting). Discussion included whether to increase the local-vendor preference from 3% to 5%; Jennifer said 3% is standard in documents she reviewed and she would check whether a higher preference is allowable. Council members asked for clarity on current practices: staff acknowledged the city has not consistently obtained three written bids in the past and that improved procedures would be needed.
The presentation also covered p‑card (city credit card) procedures: a single consolidated statement arrives monthly, and staff must attach receipts and allocate charges to the proper department and QuickBooks class. City staff said they will maintain a key‑card user agreement and receipts attached to the monthly statement to preserve accountability.
Jennifer said the draft is not final and council members may request changes before the ordinance is introduced. No ordinance vote occurred during the meeting.
Ending: Staff will circulate the full draft and seek any requested changes before the ordinance is introduced at the scheduled council meeting.
