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Council delays vote on purchasing-policy changes after members request tweaks and training plan
Summary
Council reviewed a proposed update to chapter 48 that would raise purchase thresholds (general purchases to $10,000; construction to $20,000) and tighten documentation requirements; members asked for clarifying language on documented quotes, sole-source exceptions and staff training and deferred the amendment for further revision.
The council considered amendments to the town’s purchasing policy that would increase bid thresholds and update procurement language to reflect inflation and best practices.
Administration staff said the proposal raises the purchasing threshold for general items from $5,000 to $10,000 and for construction from $10,000 to $20,000 to align with CPI changes and state purchasing models. "We're tracking a little closer to the state purchasing model," an administration official said.
Members expressed concerns about oversight for purchases in the new mid-range (quotes vs. formal bid), the practical difficulty of obtaining three quotes for small jobs, and whether purchases funded by grants must follow the same procurement process; staff and auditors said they added explicit language requiring documentation that attempts were made to obtain multiple quotes and that grant-funded purchases must follow the same procedures. Councilors asked the administration to develop training and administrative policies for department heads and to add language that documents attempts to solicit three quotes or documents sole-source justifications.
After discussion, the council voted to defer the purchasing-policy amendment to next month so staff can make wording changes, add clarifying language about documented-quote processes and consult with the finance director and solicitor. No thresholds were adopted at this meeting.
