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Council reviews proposed purchasing‑policy changes, defers final action to allow edits
Summary
Staff proposed raising municipal procurement thresholds (general purchases from $5,000 to $10,000; construction from $10,000 to $20,000), adding CPI escalation options and clarifying that grant‑funded purchases must follow procurement; councilors asked for clearer wording on documented quote requirements and deferred the item to next month for redrafting.
Councilors reviewed proposed amendments to chapter 48 (purchasing policy) that would raise procurement thresholds and tighten documentation requirements; after extended discussion the council deferred the item to allow staff to incorporate drafting changes.
Staff described the proposal as an update to reflect inflation and to align with the state purchasing model and prior audit recommendations. Key proposals included raising the threshold for small purchases from $5,000 to $10,000, raising the construction threshold from $10,000 to $20,000, and adding explicit language that grant‑funded purchases must follow the town's procurement process.
Members sought clarity about how the town would document smaller purchases, whether MPA/MPA (cooperative purchasing) exceptions are covered, and how to record attempts to solicit three quotes when vendors decline to bid. "It could be fixed... documented that an attempt was made for a quote," a staffer said, noting the need to record outreach to potential vendors when three quotes are not obtainable.
Outcome: The council voted to defer the purchasing‑policy amendments until next month to allow staff, the solicitor and the finance director to draft clarifying language (for example, documenting attempts to solicit three quotes, handling sole‑source situations and aligning definitions). Staff said they will return a revised draft for council consideration.
