G-927 - 06/08/2010 - BOARD - Ordinances Supporting DocumentsAGENDA ITEM
Regular Board of Trustees Meeting
of
June 8, 2010
SUBJECT: Village Mangers Purchasing Authority
FROM: Blaine Wing, Assistant Village Manger �/J
Rania Serences, Purchasing Clerk �� vv''
BUDGET SOURCEIBUDGET IMPACT: NA
ITEM 6.F.1)
t
RECOMMENDED MOTIONS:
I move that the Village Board approve the attached Ordinance, subject to the Village
Attorney's review, which makes the necessary revisions to the Village's Code to increase
the Village Manager's purchasing authority to $15,000 and reduces the Performance Bond
threshold amount to $5,000.
BackaroundI istorv:
On May 11, 2010, the Village Board directed staff to draft an ordinance that allows the necessary
changes to the Village's Code to increase the Village Manager's purchasing authority to
$15,000. The increase in the purchasing authority will streamline the Village's purchasing
process and help the Village become a more efficient entity.
Earlier this year Purchasing did a study to look at the Village's purchasing history in 2009 as
well as update our comparable purchasing authority survey. The total number of Purchase
Orders (POs) created was 820, with a total value of $4,536,144. 47% of the POs (383)
compromised only 3.5% of the dollar value ($166,285.01). Noting the State of Illinois' recently
increased formal bidding process limits to $30,000 and the updated purchasing authority survey
results (See Attachment), staff recommends revising the procedures for preparing requisitions,
purchase orders, authorization limits, and required signatures based on a desire to focus on the
Village's purchasing efforts on the 53% of purchases, which compromise 97.5% of the total
dollar value.
1)
By increasing the Village Manager's purchasing from $10,000 to $15,000, the Board would
allow the purchasing process to be streamlined by reducing the need for requests for formal
bidding on items under $15,000, items that already require bids or proposals, and reducing the
number of times the same item goes to the Village Board (which is as many as four times for a
budgeted item), while still ensuring the Board approves the vast majority of items, instead of
dealing with the normal yearly consumable items such as gas, fertilizer, replacement servers, etc.
Currently the Village Code states that a Performance Bond is required for Public Works and
Engineering projects that cost $10,000 or more. However, over the past several years the Village
has been requiring Bonds for projects above $5,000 to better protect the Village. Thus, staff is
also recommending revising the requirement of a Performance Bond in the Village's Code and
reduce it from $10,000 and making it $5,000.
Finally, pursuant to the provisions of Section 2 -53 of the Village Code, staff is recommending
that the Manager's purchasing authority be increased to half of what the State is allowing
municipalities purchasing limits be set at, that the Village's revised procedures focus on higher
value items, and that the efforts of all departments is to purchase quality supplies at lowest
practical prices. These changes, along with increased use of the Munis software to track and
process purchases from budget to payment, should further simplify the purchasing function,
while cutting expenses. The above changes are reflected in the attached Ordinance.
Recommendation:
That the Village Board approves the attached Ordinance, subject to the Village Attorney's
review, which makes the necessary revisions to the Village's Code to increase the Village
Manager's purchasing authority to $15,000 and reduces the Performance Bond threshold amount
to $5,000.
ORDINANCE 2010- BD- VMR -PG -G -927
AN ORDINANCE AMENDING CHAPTERS 5 AND 7
OF TITLE 1 (ADMINISTRATION) OF THE VILLAGE CODE
OF THE VILLAGE OF OAK BROOK WITH RESPECT
TO VILLAGE PURCHASING AUTHORITY
WHEREAS, the President and Board of Trustees of the Village of Oak Brook have from time to
time amended the purchasing authority of Village Staff, and in particular, the Village Manager; and
WHEREAS, as the purchasing authority of the State of Illinois is currently thirty thousand dollars
($30,000.00), the President and Board of Trustees deem it in the best interest of the Village to increase
the authority of the Village Manager and Village Staff in relation to purchases and contracts.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Section 1 -5A -4 (PURCHASING AUTHORITY) — Sub - section A shall be amended by
deleting the words and numbers "ten thousand dollars ($10,000.00)" where they appear therein and
replacing the same with the words and numbers "fifteen thousand dollars ($15,000.00) ".
Section 2: Section 1 -5A -4 (PURCHASING AUTHORITY) — Sub - section B shall be amended by
deleting the words and numbers "ten thousand dollars ($10,000.00)" where they appear therein and
replacing the same with the words and numbers "fifteen thousand dollars ($15,000.00) ".
Section 3: Section 1 -7 -3 (COMMODITIES, SERVICES AND CONSTRUCTION CONTRACTS
UP TO AND INCLUDING TEN THOUSAND DOLLARS) shall be amended by deleting the words and
numbers "ten thousand dollars ($10,000.00)" where they appear therein and replacing the same with the
words and numbers "fifteen thousand dollars ($15,000.00) ".
Section 4: Section 1 -7 -4 (COMMODITIES, SERVICES AND CONSTRUCTION CONTRACTS
EXCEEDING TEN THOUSAND DOLLARS) — Sub - section G shall be amended by deleting the words and
numbers "ten thousand dollars ($10,000.00)" where they appear therein and replacing the same with the
words and numbers "five thousand dollars ($5,000.00) ".
Section 5: Section 1 -7 -5 (CHANGE ORDERS) shall be amended by deleting the words and
numbers "ten thousand dollars ($10,000.00)" where they appear therein and replacing the same with the
words and numbers "fifteen thousand dollars ($15,000.00) ".
Section 6: Section 1 -7 -6 (PROFESSIONAL SERVICES) — Sub - section C shall be amended by
deleting the words and numbers "five thousand dollars ($5,000.00)" where they appear therein and
replacing the same with the words and numbers "fifteen thousand dollars ($15,000.00) ".
Section 7 Section 1 -7 -7 (SOLE SOURCE CONTRACTS) shall be amended by deleting the
words and numbers "ten thousand dollars ($10,000.00)" where they appear therein and replacing the
same with the words and numbers "fifteen thousand dollars ($15,000.00) ".
Section 8: This ordinance shall be in full force and effect from and after its passage, approval
and publication as required by law.
Section 9: All ordinances or parts thereof in conflict with the provisions of this ordinance be and
the same are hereby repealed to the extent of such conflict.
APPROVED THIS 81h day of June, 2010.
PASSED THIS 81h day of June, 2010.
Ayes:
Nays:
Absent:
Ordinance 2010- BD- VMR -PG -G -927
Amending Title 1 with Respect
to Purchasing Authority Page 2 of 2
John W. Craig
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk