Resolution 2025-13_Purchasing with Federal Grant Funds

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negligible value, in the form of notepads, pens, calendars, etc. which may be accepted and used in normal City business operations. As stated in the Employee Policies Handbook, 3.04 Violations of Policies/Acts of Misconduct: Employees may be disciplined or terminated for misconduct depending on the severity, including but not limited to violation of any City or department rule, regulation, policy or procedure. 200.318 (d-1) PROCUREMENT STANDARDS Before procuring goods or services utilizing federal grant funds the below must be considered: (d) The City must avoid acquisition of unnecessary or duplicative items. When appropriate, an analysis should be made between leasing and purchasing property or equipment to determine the most economical approach. (e) Procurement arrangements using strategic sourcing. When appropriate for the procurement of use of common or shared goods and services, recipients and subrecipients are encouraged to enter into State and local intergovernmental agreements or inter -entity agreements for procurement transactions. (t) Grantees are encouraged to use Federal excess and surplus property in lieu of new equipment and property. 200318) (g-k) PROCUREMENT STANDARDS (g) When appropriate it is encouraged to use value engineering clauses in construction contracts of sufficient size. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall cost. (h) The City must award contracts only to responsible contractors possessing the ability to perform successfully. Consideration will be given to contractor integrity, compliance with public policy, past performance and financial and technical resources. (i) Records must be maintained to document the rational for the following but not limited to: Procurement method Selection of contract type, Contractor selection or rejection, and Basis for contract price Records will be maintained by the Purchasing Department (j) Time and materials contracts can only he used after a determination that no other contract is suitable and if the contract includes a ceiling price that the contractor exceeds at his own risk. Time -and materials type contract means a contract whose cost to a recipient of subrecipient is the sum of: • The actual cost of materials; and