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Village of Waukesha board adopts updated procurement policy, raising purchase thresholds and adding sole-source language
Summary
The board adopted a revised procurement/purchasing policy that updates dollar thresholds, clarifies quoting requirements (two quotes for $5–$10k; three quotes and board approval for over $10k), and grants modest autonomy to department heads for lower-dollar purchases.
The Village of Waukesha board voted to adopt an updated procurement policy, replacing rules last revised in roughly 2003–2004 and reflecting current statutory dollar thresholds and practices.
The revisions change approval thresholds and the number-of-quotes requirements: purchases between $5,000 and $10,000 require department heads to obtain at least two price quotes (rather than board approval for each item); purchases over $10,000 must come before the board and should include at least three price quotes. The policy also adds sole-source language for items available from a single supplier and explicitly allows department heads limited autonomy to make budgeted, lower-dollar purchases without full board action.
The presenter said the clerk and staff worked on the policy for months and checked relevant statutes to ensure compliance. Board members questioned whether repeated smaller purchases could be used to circumvent thresholds; the policy includes language to prevent splitting purchases to avoid review and requires budget amendments for spending beyond approved budgeted amounts.
After discussion the board moved, seconded and approved the procurement policy as presented with no opposition recorded.
