Council questions procurement thresholds after member raises concern over single-quote purchases

A council member asked staff to consider lowering the amount the city can spend on a single written quote without additional competition, prompting a discussion of purchasing thresholds, internal controls and practical constraints.

Why it matters: Procurement thresholds affect transparency, competition and the speed with which departments can buy goods or services. Council members said higher thresholds can increase the risk of favoritism; staff said very small purchases are often difficult to source with multiple formal quotes and that current internal controls—work orders, purchasing approvals, requisitions, risk management review and purchasing-card oversight—help manage those risks.

What was discussed: The existing schedule in the purchasing policy (as presented) allows a single written quote for lower-dollar items (the current threshold discussed was up to $5,000) and requires additional quotes or formal solicitation above higher thresholds. Staff explained that smaller purchases often proceed through department purchasing cards or a direct-pay workflow and are subject to review when invoices are submitted. Purchasing manager Jacquetta Scott and finance staff explained that vendors sometimes decline to provide competitive written quotes for very small jobs, and that the city’s purchasing process routes many purchases through purchasing and risk-management so there are multiple checks.

Council member concerns: One member said he found an instance in the materials where the city had paid substantially more than an easily obtained alternative quote; he asked staff to ensure competitive opportunities and to consider lowering the single-quote threshold. Staff replied that quotes are not always comparable by quality or specification (example: banners of greatly differing quality) and that staff follow procurement rules and work orders for services.

Outcome: Some council members indicated they preferred retaining the current thresholds; others asked staff to examine recent single-quote purchases and report whether policy adjustments or additional oversight are warranted. No policy change was adopted at the meeting; staff will review procurement examples and advise whether threshold adjustments or administrative controls are appropriate.

Ending: Council left the purchasing thresholds unchanged pending staff review of recent purchases and recommended administrative improvements where needed. Staff will return with recommendations if they find gaps.