HomeMy WebLinkAbout 18-06 Amending the Purchase Policy for TOFRESOLUTION NO.1$-06
A RESOLUTION AMENDING THE PURCHASING POLICY FOR THE TOWN OF
FIRESTONE TO ADD POLICIES AND PROCEDURES FOR THE DISPOSAL OF
SURPLUS PROPERTY
WHEREAS, the Town of Firestone has previously adopted a Purchasing Policy for the
Town; and
WHEREAS, the Board of Trustees finds that such policy should be amended to add
policies and procedures for the disposal of surplus property owned by the Town; and
WHEREAS, the Boa1•d of Trustees finds that the adoption of policies and procedures for
the disposal of surplus property will promote and support the efficient and effective use of Town
resources and promote the best interests of the Town; and
WHEREAS, there has been presented to the Board of Trustees for adoption such
amendments to the purchasing policy; and
WHEREAS, the Board of Trustees finds that the proposed amendments to the purchasing
policy are solely in support of the Town's fiscal responsibilities, and solely for the benefit of the
Town of Firestone, and confers no rights, duties or entitlements to any bidders or proposers; and
WHEREAS, the Board of Trustees by this Resolution desires to adopt said amendments to
the purchasing policy.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
THE TOWN OF FIRESTONE, COLORADO:
Section 1. The Board of Trustees hereby approves and adopts the amendments to the
Tawn of Firestone Purchasing Policy attached to this Resolution.
Section 2. The amendments to the Purchasing Policy approved and adopted by this
Resolution shall take effect January 24, 2018.
INTRODUCED, ADOPTED AND RESOLVED THIS y DAY OF
2018.
Sorensen, Mayor
ATTEST:
Leah Vanarsdall, Town Clerk
Fa
Disposal of Surplus Property
The purpose of this section is to set forth the policy and procedures regarding the disposal
A Town assets. These provisions are to ensure assets to be disposed of are made available
to the public on an equitable basis, to realize the maximum return on investment when
disposing of assets, and to ensure that assets are removed timely and accurately from the
Town's accounting books and records.
Policy:
1) The Director of Community Resources or designee shall be responsible for the disposal
of all Surplus Property with input from the Town Manager or designee;
2) All Surplus Property shall be disposed of in one of the following manners:
a) Transferred to another department;
b) Sold to the highest bidder at public auction or via other public solicitation of
bids, after providing notice of the time and place of the public sale on the
Town of Firestone's official website;
c) Trade-in on the same or similar item;
d) Recycled;
e) Junked or scrapped and properly disposed of in a responsible manner.
3) Surplus Property may not be given to an elected official or employee of the Town even if
the Town is disposing of it.
4) The disposal of evidence and seized items is handled by the Police Department under
separate rules and regulations. The disposal of Town records is handled by the Town
Clerk under separate records retention rules and regulations.
5) The Town's Asset Management Department shall review assets on an annual basis, to
determine if any are surplus or obsolete, based on the following criteria:
a) Age and functionality;
b) Mileage (vehicles);
c) Maintenance history;
d) Applicability to current Town operations;
e) Obsolescence;
f) Availability of parts;
g) Availability of support (intangible assets such as software).
Procedure:
1) The Asset Management Department shall inventory and track each asset purchased by
the Town, and shall consult with the applicable Department to determine each asset's
useful life. The Accounting Department and Asset Management Department will work
together to determine the proper depreciation for the asset.
2) Once an asset is within two years of its determined useful life, the Asset Management
Department shall consult with the applicable department and the Accounting Department
to determine the method of disposal that supports the Town's best interests.
3) The Asset Management Department shall work with the applicable department to
complete a Surplus Request Form for the disposal of Surplus Property.
4) The Asset Management Department and the Director of Community Resources shall
review and approve or deny assets identified for disposal on a Surplus Request Form,
and shall determine the method of disposal that realizes the best available net value and
is conducted in a manner open and accountable to the public. The best applicable net
value is determined by making an estimate of the reasonable market value of the asset
in an "as is condition (e.g., for a vehicle, the Kelley Blue Book value). The Asset
Management Department shall indicate the selected manner of disposal and best
available net value of the asset on the Surplus Request Form.
5) The Town Manager or designee shall be made aware of the assets that have been
identified for disposal and the selected manner of disposal.
6) The Asset Management Department shall ensure items of Surplus Property that have
been disposed of in accordance with this Policy are timely and accurately removed from
the Town's accounting books and records.
7) Proceeds received from disposed assets, if any, shall be deposited in the General Fund,
except that if the assets were purchased with monies from the Town's Water or
Stormwater Funds, proceeds shall be deposited in the corresponding fund.
PURCHASING POLICY
Use of Policy
This policy and the award of bid and other provisions herein are promulgated solely
in support of the proper exercise of the Town's fiscal responsibilities, including
administration of annually appropriated funds, and solely for the benefit of the Town
of Firestone, and confer no rights, duties or entitlements to any bidders or proposers.
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Purchasen Levels
Amount
Required Procedures
Pe Cash &Small Non -Bid Purchases
Less than $50.00
Complete a "Petty Cash" request form. Petty
cash requests require approval from the
Department Head. Receipts and excess
petty cash must be returned to the Finance
Department within three business days of
urchase.
$50.00 to $4,999.99
Purchases within these amounts must be
approved in advance by the Department
Head and require the vendor invoice and
receiving document when the items are
received.
Informal Biddin
$5,000.00 to $24,999.99
Purchases within these amounts must be
approved in advance by the Department
Head or Town Manager. Three quotations,
by phone, Internet or other source, shall be
obtained and documented for the file.
$25,000.00 to $49,999.99
Purchases within these amounts. must be
approved in advance by the Department
Head and Town Manager. Written quotations
are required from a minimum of 3 vendors,
and such quotations shall be documented for
the file.
Formal Biddin
$50,000.00 and above
Purchases of $50,000 and above must be
approved in advance by the Board of
Trustees. Written quotations are required
from a minimum of 3 vendors and the .
procurement must follow applicable
provisions of the "Formal Bidding
Requirements." The Board of Trustees may
reduce the number of required quotations
and waive otherwise applicable formal
bidding requirements if the Board of Trustees
determines that it is not practical or
advantageous to the interests of the Town.
Additional Considerations -Note:
® A contract shall be used for construction or labor and materials procurements, and a
professional services contract shall be used for procurements of professional or
consulting services. See Town Clerk's office for Town forms.
® In addition to the above, any proposed purchase in the following categories shall
require Board of Trustees approval:
® Any professional or consulting services contract over $20,000, either in
original contract amount or anticipated aggregate expenditures for the fiscal year;
® Any proposed purchase related to a project or program that, at the time of the
proposed purchase, is over budget by $5,000 or 5% of the approved cost of the
projector program, whichever is greater.
® The Board of Trustees or Town Manager may direct the use of a higher level bidding
process on the purchase of any product or service without consideration of dollar
amount.
® In addition to the appropriate approvals, all purchases shall be supported by
appropriated funds within the program area.
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Purchasing
A petty cash request, check request or vendor invoice serves to inform the Finance
Department of the needs of the departments, correctly identifies a material or service
requested for the department's operations, and identifies the expenditure account
number to which the purchase is to be charged.
Petty Cash: The petty cash fund shall be used to pay for small obligations which do
not exceed $50.00. Petty cash requests will be granted under the following
circumstances:
® An employee is requesting a cash advance for expenditures relating to
Town business (sales receipt and any excess petty cash must be
returned to the Finance Department within three business days).
® An employee is requesting a reimbursement for expenditures relating to
Town business (receipts must be attached to the requisition).
It is the responsibility of the employee using the petty cash fund to obtain and use
the Town's tax-exempt identification number. Tax paid will not be reimbursed or
otherwise covered by the Town.
.Bidding
Bidding procedures are used to provide vendors the opportunity to bid, to elicit
greater vendor response, to meet competitive bid requirements when imposed by
state or federal law, and to promote competitive prices from vendors for the purchase
of capital equipment and other items of significant monetary value. The Board of
Trustees or Town Manager may direct the use of a higher level bidding process on
the purchase of any product or service regardless of the amount to be spent. As
used herein, "bid" and "bidding" shall include requests for bids, requests for
proposals, or requests for qualifications. The responsible Department Head, in
consultation with the Town Manager or designee, shall determine when bidding
procedures shall utilize a request for bids, request for proposals or request for
qualifications, as appropriate.
All purchases of goods or acquisition of services of $50,000 and over and all
purchases of cars, trucks, and heavy equipment shall require formal bidding
procedures unless otherwise required by statute or the Firestone Municipal Code.
All purchases of any water rights or any interest in land require approval by the
Board of Trustees. Contracts for the purchase of property, liability and other
insurance coverage, and contracts for the purchase or administration of employee
health, welfare or insurance benefits shall be subject to formal bidding no less
frequently than once every four years; however, the foregoing shall not limit the
authority of the Board of Trustees or Town Manager to direct the use of formal
bidding for any renewal.
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Types of Bids
Informal Bids
All purchases within the financial parameters of $5,000.00 to $49,999.99 shall
require informal bidding procedures.
® For purchases between $5,000.00 and $24,999.99, the requesting
department shall obtain and document a minimum of three (3) verbal
quotations, and such quotations shall be documented for the file.
® For purchases between $25,000.00 and $50,000.00, the requesting
department shall obtain and document a minimum of three (3) written
quotations.
Steps to complete an informal bid: (unless otherwise stated, responsibility falls on
requesting department):
1) Develop specifications. Upon finalization of the specifications, prepare any
documents required by the informal bid.
2) Disseminate specifications to identified vendors, including dissemination by e-
mail, mail or other method as appropriate.
3) Evaluate the bid results and determine which bid serves the Town's best
interests.
4) Prepare a Purchase Requisition and obtain required approval for the level of
purchasing.
Formal Bids
For purchases of $50,000.00 or more, the requesting department shall follow and
document the formal bid procedures outlined below, as applicable to the particular
procurement. In presenting a formal bid procurement to the Board of Trustees, the
requesting department shall obtain and document a minimum of three (3) written
bids. The Board of Trustees may reduce the number of required quotations and
waive otherwise applicable formal bidding requirements if it is determined that it is
not practical or advantageous to the interests of the Town.
Requests for formal bids shall be distributed to qualified/identified vendors in the
manner determined by the requesting department. In the discretion of the requesting
department, or if directed by the Town Manager or Board of Trustees, requests for
formal bids may be posted to the Town website and may be published in a
newspaper of general circulation in the Town, in other publications of limited
circulation, or in trade journals, but such publication is not required by the Policy. If
publication of a request for formal bids is required for a particular procurement by
federal or state law or by a funding agency, the requesting department shall prepare
and arrange for publication of the required notice.
Notices, general instructions, conditions, and specifications shall be mailed, posted
to the Town website or otherwise made available to qualified/identified vendors.
All requests for formal bids shall be reviewed and approved by the Town Manager or
designee prior to distribution.
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Steps to complete a formal bid: (unless otherwise stated, responsibility falls on
requesting department)
1) Develop specifications. Upon finalization of the specifications, determine any
special requirements, such as bid, performance, and payment bonds; insurance;
retainage; and any special requirements the requesting department may need.
See bonding and insurance requirements listed below.
Z) Prepare bid documents. Prepare all documents required for the request for
formal bid. Bid documents shall contain the following information, as applicable
to the particular procurement*.
• Where the bidder can obtain bid documents;
• Any costs of bid documents,
• Bid submittal deadline,
• Date, time and location of bid openings;
• Any bond and/or insurance requirements;
• Any special requirements;
• A statement to the effect that the Town reserves the right to reject any
and all bids, and to accept the bid deemed to be the lowest reliable and
responsible bid, which serves the Town's best interests;
• A statement to the effect that all bids submitted become public
information upon bid opening;
• General conditions;
• Minimum specifications,
• Bid proposal form;
• Delivery date or completion date;
• Period of bid validity; and
• A statement to the effect that the bidder must submit with its bid a copy of
its current contractor/business license(s) issued by the Town of Firestone,
or obtain same prior to any award if bidder is the successful bidder.
*(For example: a request for bids for a vehicle purchase typically would not include bond
or insurance requirements. A request for proposals for consulting services would typically
not include bond requirements or a formal bid opening. )
3) Determine bond, insurance, contract requirements. If any bonds, insurance, or
contracts are required, prepare contract form and confer with risk management
staff and/or Town Attorney as needed to confirm requirements. See bonding and
insurance requirements listed below.
4) Distribute requests for bids. Make available a complete set of bid documents to
all qualified/identified vendors or request vendors to pick up bid documents.
5) Open bids. Conduct the public bid opening per the identified bid opening date.
Any bids received after the specified time will be returned to the bidder
unopened. All bids/quotes/proposals should be retained for the minimum period
required by the Town's records retention schedule (generally three years after
contract is awarded).
6) Evaluate bids. Evaluate the bid results and determine which bid serves the
Town's best interests. If the recommended vendor has not submitted the low bid,
the department must demonstrate how the higher bid serves the best interests of
the Town.
7) Prepare Board report. Prepare report to Board of Trustees for its review and
action on the proposed procurement.
8) Complete draft documents for Board packet. Submit to Department Head
complete set of documents for Town Board meeting packet. Obtain Town
Attorneys approval on any proposed changes to Town bond, insurance, or
contract forms prior to the Board of Trustees meeting.
9) Notify vendor. Upon Board of Trustees' award of bid, notify successful bidder
and notify other bidders of the results as requested.
10) Finalize documents. Obtain signatures on all contracts and any additional
required documents from vendor. One original signed contract with all exhibits
must be submitted to the Town Clerk for central filing.
Bonding Requirements: Bonds shall. be executed on forms prescribed or approved
by the Town Manager based on review by the Town Attorney as to form and State of
Colorado law. Normally, bonds are used only on labor and materials procurement
actions, such as projects for completion of public works or public buildings. Bonds
generally are not required for purchases of vehicles, equipment, or standard
commercial goods and services, particularly when the goods are not altered or
customized to unique Town specifications, but may be required if deemed by the
procuring department to be in the interests of the Town. Examples of bonds are:
• Bid Bonds: This bond is intended to protect the Town against a bidder's
failure to honor its bid. The bid bond requirement may be satisfied by
receipt of a certified bank check or a bid bond. The bid security is
submitted as guarantee that the bid will be maintained in full force and
effect for a period of thirty (30) calendar days after the opening of bids or
as .specified in the solicitation documents. If the bidder fails to provide the
bid security with the bid when requirement by the bid documents, the bid
shall be deemed non -responsive. The bid bond should be in an amount
equal to at least 10% of the vendor's bid price.
• Performance Bonds: This bond is intended to secure performance of the
vendor's performance of its obligations. A performance bond, satisfactory
to the Town, may be required for all capital projects contracts awarded in
excess of $50,000. Unless the Town is legally required to accept a bond
in lesser amount, the performance bond shall be in amount equal to one
hundred percent (100%) of the price specified in the contract.
• Payment Bonds: This bond is intended to secure payment of
subcontractors and suppliers. A payment bond for the protection of all
persons supplying labor and material to the contractor or its
subcontractors may be required for all capital projects contracts .awarded
in excess of $50,000. Unless the Town is legally required to accept a
bond in lesser amount, the payment bond shall be in an amount equal to
at least one hundred percent (100%) of the price specified in the contract.
Insurance Reauirements: Contracts for labor, materials and services entered into
by the Town will require the selected contractor to carry the types and minimum
amounts of insurance coverage as required by the Town. The contracts shall also
contain other provisions regarding insurance as the Town shall require. The
fallowing are the types and minimum amounts of insurance that should be required:
a. Workers' Corppensation in statutory limits (if applicable).
b. Employer's Liability Insurance: $100,000/ each accident, $500,000/
disease -policy limit, and $100,000/disease -each employee.
c. Comprehensive General Liability Insurance: $1,000,000/Occurrence
d. Automobile Liability or Hired &Non -Owned Vehicle Liability Insurance:
$1,000,000/each accident (if applicable).
e. Professional Liability Insurance: $1,000,000/Occurrence (if applicable).
Certain types of insurance may not be applicable to a particular contract. For
example, prafessional liability insurance would not be applicable to a labor and
materials contract (such as installation of playground equipment). Whether a
particular type of insurance is applicable, or whether amounts of coverage should be
changed, shall be determined by the Department Head, in consultation with risk
management staff and/or the Town Attorney. Depending on the type of contract or
services to be provided, higher insurance coverages may be required.
Bid documents should state the Town's anticipated insurance and bond
requirements for the contract to be awarded. Bidders should be advised that the
successful bidder shall be required to meet the Town's insurance and bonding
requirements and provide certificates of insurance with the Town named as
additional insured on required liability insurance coverages, and that the contractor
shall not commence work until it has obtained all insurance required by the contract
documents and such insurance has been approved by Town.
Bidders List: A bidder's list may be establish and maintained by individual
Departments in an effort to promote competitive bidding from qualified vendors and
to establish a source of suppliers. Additional bidder pre -qualification may also be
utilized for specific procurements.
Evaluation of Bids: In addition to the bid amount, additional factors will be
considered as an integral part of the bid evaluation process, including, but not limited
to:
• The bidder's ability, capacity and skill to perform within the specified time
limits;
• The bidder's experience, reputation, efficiency, judgment, and integrity;
• The quality, availability, and adaptability of the supplies or materials bid;
• Bidder's past performance;
• Sufficiency of bidder's financial resources to fulfill the contract;
• Bidder's ability to provide future maintenance and/or service;
• Other applicable factors as the Town determines necessary or
appropriate (such as compatibility with existing facilities, equipment or
hardware); and
• If a bid other than the lowest bid is recommended, the requesting
department must demonstrate how the higher bid serves the best
interests of the Town.
Contracts for Engineering Design and Construction Management Services
The following bidding requirements shall apply to engineering design and
construction management services for capital improvement projects:
® Under $30,000: Engineering design and construction management services
under $30,000 may be approved by the Department Head and Town
Manager as non -bid procurements. No bids are required.
® Between $30,000 and $60,000: For engineering design and construction
management services between $30,000 and $60,000, informal bidding
procedures shall apply, except that all purchases for engineering design and
construction management services aver $50,000 must be approved by the
Board of Trustees.
® $60,000 and above: For engineering design and construction management
services $60,000 and above, formal bidding procedures shall apply.
In addition to the appropriate approvals, all purchases shall be supported by
appropriated funds for the specific capital improvement project.
State Bids
State Bids are quotations or bids solicited by the through the State of Colorado (Bid
Information and Distribution System). Use of State Bids is permitted for any
equipment or vehicle purchases on items priced from $20,000 to $150,000. Use of
State Bids must be in accordance with applicable procedures and only current State
Bids may be used. Use of State Bids would override the formal bidding process and
procedures listed above, except in situations where use of competitive bidding is
required in conjunction or as a condition of receipt of federal or state funding for the
project. The determination of whether to use State. Bids shall be made by the
Department Head.
Cooperative Purchasing -- National Joint Powers Alliance
C.R.S. § 24-110-201 gives the Town the authority to participate in cooperative
procurement endeavors, such as cooperative purchasing. Cooperative purchasing is
permitted on items priced up to $150,000 through the use of National Joint Powers
Alliance's ("NJPA") national cooperative contract solutions. Use of NJPA would be an
alternative to use of the Town formal bidding procedures listed above; however,
NJPA may not be used in situations where use of :competitive bidding is required in
conjunction or as a condition of receipt of federal or state funding. The determination
of whether to use NJPA shall be made by the Department Head.
Use of other cooperative purchasing units as an alternative to use of Town formal
bidding procedures is allowed only if use of such cooperative purchasing unit has
been approved in advance in writing by the Town Manager. Colorado law requires
that cooperative purchasing groups meet specific requirements if they are to be used
by local governments. Town Attorney review shall be obtained as needed to confirm
whether the proposed use of a cooperative purchasing unit meets statutory
cooperative purchasing requirements.
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Integrated Project Delivery Contracting Process
The Board of Trustees may award an integrated project delivery ("IPD," sometimes
referred to as "design -build") contract for a Town capital improvements project, or other
public project as defined in C.R.S. § 31-25-1303, upon a determination by the Board of
Trustees that IPD represents a timely or cost-effective alternative for the public project.
Prior to awarding an IPD contract, the requesting Department Head, in consultation with
the Town Manager, shall solicit proposals for the project by issuing a request for
proposals or request for qualifications to individuals or firms that have indicated an
interest in participating in the proposed project or that have displayed evidence of
expertise in the proposed project. Notice of the initial solicitation for an IPD
procurement shall be published in a newspaper of general circulation within the
Town. The Town may also publish notice of the solicitation in a trade journal or post
notice on the Town's website. After reviewing the proposals, the Board of Trustees
may accept the proposal that, in its estimation, represents the best value to the
Town. In the procurement and administration of an IPD contract, the Town may
utilize, without limitation, the provisions and procedures set forth in C.R.S. § 31-25-
1301 et seg.
Sole Source Purchases and Local Vendor Preference
Sole Source Purchases:
It is the policy of the Town of Firestone to recognize and solicit quotes and bids.
Sole source purchases may be made if it has been determined that the goods or
services can only be obtained from a single supplier capable of meeting all
specifications and, purchase requirements, or when it is in the Town's best interests.
The following procedures shall apply:
Sole Source Purchase in the amount of $5 000.00 to $24 999.99
The requesting department shall provide written justification for the sole source
purchase and attach to the purchase requisition.
The Department Head will review the justification for the sole source purchase. If the
sole source justification is accepted by the Department Head, approval will be
granted. If the purchase is unwarranted, two (2) more telephone quotations are
required.
Sole Source Purchase in the amount of $25 000.00 to $49 999 99
The requesting department shall prepare a memorandum to the Department Head
justifying the sole source purchase.
The Town Manager and Department Head will review the justification for the sole
source purchase. If the sole source justification is accepted by the Town Manager
and Department Head, approval will be granted.
If the sole source purchase is not approved, the department shall obtain additional
written bids or quotes in compliance with this Policy.
Sole Source Purchase of $50,000.00 or above
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The requesting Department Head and Town Manager shall include within the
materials presented to the Board of Trustees a memorandum justifying the sole
source purchase.
Bidding procedures may be waived by the Board of Trustees when it has been
demonstrated that the requested goods or services are a sole source purchase.
If the sole source purchase is not approved, the department shall obtain additional
bids or quotes in compliance with this Policy.
Local Vendor Preference
To encourage purchasing from businesses located within the Town of Firestone, it is
the policy of the Town to recognize and solicit quotes from local vendors. Whenever
such local sources exist and are competitive, purchases may be made from local
vendors; however the bidding requirements, procedures and criteria of this Policy
shall still apply.
Unless a violation of law or prohibited as a condition of a grant, bids for purchases of
goods of $5,000 or less may be awarded, as deemed appropriate solely within the
discretion of the Town, to local vendors providing their proposal or quote is within 2%
of the lowest bid. This provision applies only to purchases of goods of $5,000 or less
and does not apply to procurement of services. For purposes of this provision, a
"local vendor" is defined as any person or entity who has been a bona fide resident
of Firestone who has held a valid Town business license for at least six weeks
immediately prior to submitting a bid.
Purchases during Emergencies
In the event of local disaster or emergency conditions declared by the Town, the
Town shall comply with this Purchasing Policy to the extent practicable. Forms
required herein for the purpose of authorizing and acquiring goods or services
necessary for the immediate preservation of life, health, safety, welfare or property
may be ratified after acquisition when a delay in acquiring the goods or services will
cause immediate risk to life, health, safety welfare or property, based upon the
determination of the Town Manager. Goods and services necessary for the
immediate preservation of life, health, safety, welfare or property during a local
disaster or emergency conditions shall not require compliance with bidding
requirements set forth in this Policy, and may be awarded on asole-source basis.
Receiving Procedures and Check Requests
Receiving Procedures:
1) It sha►I be the responsibility of the receiving department to ensure that goods and
services are received as ordered and in good condition. Immediately upon
receipt of merchandise, check quantify, quality, and any specifications such as
model number, etc. to ensure that the goods have been received as indicated on
the packing slip.
2) If the goods are faulty or damaged, notify the vendor and Department Head
designee immediately. If damage is concealed or not noticed at time of delivery,
upon discovery of damage, leave all boxes and packing lists intact and notify
vendor immediately.
T�]
3) It shall be the responsibility of the receiving department to inform the Department
Head of the delivery and acceptance of an order by submitting the receiving
documents with the check request for payment.
4) It shall be the responsibility of the receiving department to inform the Department
Head and Finance Department when full or partial payments are authorized.
5) All invoices shall be mailed by the vendor directly to the accounts payable
department.
6) The receiving department shall be responsible for notifying the vendor of any
goods received that are not in compliance with the terms ,of the order and any
damaged goods.
Check Requests;
Check request forms are used to request payment for materials or services. Check
requests will be granted on the following circumstances;
® Checks will be cut in accordance with the Finance Department schedule;
m Original invoice must be attached;
® All requests must be signed by the requestor, Department Head, and
Town Manager and, for purchases over $50,000, the Mayor or Mayor
Pro4em (or in the event of their absence, the Trustee presiding over the
meeting at which the request is approved);
® All check requests must be properly coded;
® Receiving documents must be attached; and
® Checks over $50,000.00 will require at least one manual signature of any
authorized account signer.
� �• s �"", s��
The purpose of this section is to set Earth ttie�olicy and procedures regarding the
disposal of Town assets. These provisions are to ensure assets to be disposed of
on investment when disposing of assets, end to ensure. that .assets are remo�
timer and accurate from the Tawn's accauntinc�books and records.
1) The. Director of Community F2esaurces ordesignee shall be responsible for the
disposal of all Surplus Property with input from tine Town [�lanaaer ar desianee:
�)_ AIP Surplus Property shall. bo disposed of in one of the following manners:
a} .Transferred to another departr�7ent;
public sale an the Town of Firestone's official website;
Trade-in on the same ar similar item'
Recycled:
e'} Junked or scrapped and properiv disposed of in a responsible
manner.
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3� Surplus Property may not be given to an elected official or employee of the Town
even if the Tawn is disposing of it.
�} The disposal of evidence and seized items is handled by the Police D
under separate rules and regulations. The disposal of Town records i
The Tawn's Asset Management Department shall reylew assets an an annual
basis, to determine if any are surplus or obsolete, based on the following criteria:
a} Acme and functionak[ty;
b) Mileage (vehicles};
Maintenance history;
Applicability to current Town operations,
e} .Obsolescence,
f� Availability of darts:
g} Availability of support (intangible assets such as software).
Procedure:
1)
The -Asset
Management
Departmen#
shall
inventory
.and
track each rise#
purchased
by the
Town,
and
shall consult
with the
aDolicable Debartment to
determine each asset's useful 'life. The Accounting Department and Asset
Management Department will work tocg her to determine the proper depreciation
for the asset,
2} Once an asset is within
two
ears... of its
determined useful
life, the Asset
Management Department
shall
consult with
the aoalicable
department and the
Tawn's best interests.
3} The Asset lVianagement Department shall wank with the applicable department` to
complete a Surplus Request Form far the disposak of Surplus Property
iiii oil
Request Farm, and shall determine the method of disposal that realizes the best
reasonable market .value of the asset in an "as is" condition (e q., far a vehicle
the Kelley Blue Dook valueJ. The Asset Management Department shall indicate
the selected manner of disposal and best available net value of the asset on the
Surplus Request Farm.
�) The Asset fVlanagement Department shall ensure items ,of Surplus Pro�erty that
have been disposed of in accordance with this Policy are timely and�accurate[V
removed from the Town's accounting books and records.
Tawn's Water ar' Starmwater Funds, proceeds shall be deposited in the
corresponding, fund.
`>F
Ethics in Town Contracting
As provided in C.R.S. S 24-18-201 et seq., elected and appointed Town officials and
Town employees shall not have a financial or other interest in any contract made by
them as Town employees or officials, or by any Town body or board of which they are
members or employees, except in the circumstances described in such statute. Such
circumstances generally include contracts awarded via competitive bidding procedures,
contracts with respect to which the official or employee has complied with the disclosure
and recusal requirements of state law, and other limited situations.
Elected and appointed Town officials and Town employees involved in the procurement
process shall comply with all ethics laws governing such process. Additional information
regarding ethics rules for Town contracting can be provided by the office of the Town
Manager.
DEFINITIONS:
Capital Asset: Tangible or intangible property, including durable goods, equipment,
software, buildings, installations, easements, and land valued at $5,000 or more.
Capital Improvement Projects (CIP) —Any projects to build, alter, repair or maintain
public buildings, streets and alleys, public parks and facilities, municipal utilities,
sidewalks, highways, parks or public grounds.
Capital Outlay —Expenditures which result in the acquisition of or addition to capital
assets ($5,000 or more).
Capital Projects — A project that is budgeted in capital accounts.
Department Head —Chief of Police, Director of Community Resources, Director of
Planning, Director of Finance, Director of Public Works, Town Manager (or Assistant
Town Manager as designee), and Town Clerk, as applicable.
Emergency conditions - A situation in which any department's operations may be
severely hampered or a situation in which the preservation of life, health, safety, welfare
or property of employees or the public are endangered. This includes those instances
when immediate repair to Town property, equipment, or vehicles is necessary under the
aforementioned circumstances.
Expenditures —Decreases in net financial resources. Expenditures include current
operating expenses which require the current or future use of net current assets, debt
service, and capital outlays.
Integrated project delivery ("IPD") — A project delivery method in which there is a
contractual agreement between the Town and single participa#ing entity for the design,
construction, alteration, operation, repair, improvement, demolition, maintenance, or
financing, or any combination of these services, for a public project.
IPD contract - A contract using an integrated project delivery method.
Professianal Services —Those services within the scope of the practice of architecture,
auditing, engineering, professional land surveying, industrial hygiene, legal counsel,
financial advisers, land development planners, building inspection services, information
technology services, and banking services.
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Retainage - A portion or percentage of payments due for work completed on a contract
that is held back until the entire job is completed satisfactorily.
Services — The furnishing of labor, time, or effort by a contractor not involving the
delivery of a specific end product other than reports which are merely incidental to the
required performance. The term does not include professional services or integrated
project delivery as previously defined.
Sole Source Purchase - A procurement of goods or services which can only be
obtained from a single supplier capable of meeting all specifications and purchase
requirements or when it is in the Town's best interests.
Surplus Property -Materials and equipment which are na longer necessary to Town
operations, obsolete, and/or excessively expensive to maintain.
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