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<br /> <br /> <br /> <br />MINUTES OF UNIVERSITY CITY COUNCIL <br />STUDY SESSION <br />MARCH 23, 2009 <br /> <br /> <br />The Council Study Session, held on the Fifth Floor of the City Hall, on Monday, March 23, <br />2009, was called to order by Mayor Adams at 5:30 p.m. In addition to Mayor Adams, the <br />following members of the Council were present: <br /> <br /> Mr. Michael Glickert <br /> Mr. Arthur Sharpe, Jr. <br /> Mr. Terry Crow <br /> Mr. Robert Wagner <br /> Ms. Lynn Ricci <br /> Mr. Byron Price <br /> <br />Also present were the City Manager Julie Feier and Deputy City Manager Janet Watson. <br /> <br />The study session was to review the City’s purchasing procedures. <br /> <br />The Council first covered and questions on the agenda for the upcoming meeting. A brief <br />history of the parking on Forsyth was given to the Council and discussed. <br /> <br />Ms. Watson explained that the purchasing agent is according to Municipal Code 2.10.030 <br />through 2.10.060. She stated the Deputy City Manager currently serves as the City’s <br />purchasing agent. Additional procedures established are as outlined below: <br /> <br /> Department determines if an item or service is needed <br /> <br /> Department develops specifications for the purchase <br /> <br /> Department submits requisition to Purchasing Specialist in Finance Department <br /> <br /> Purchasing Specialist issues Request for Proposals for the item from vendor list or <br />researches for additional vendors <br /> <br /> Bids are received by Purchasing Specialist <br /> <br /> Bids are reviewed by the department personnel and the Purchasing Specialist <br /> <br /> Bid is awarded and a purchase order is issued by the Finance department, <br />approved by the purchasing agent (Deputy City Manager) <br /> <br />Exclusions to competitive bidding were: <br /> <br /> Items under $250 <br /> <br /> Items of specific make or manufacture <br /> <br /> Scarcity of materials or other reason competitive bids cannot be obtained <br /> <br />The City does not require bids to be advertised. Advertising is used when using Federal <br />funds and is therefore required for contracts over a certain dollar amount. <br /> <br />In the Municipal Code there are special requirements as to the percentage of minorities or <br />females employed by the bidding company. <br /> <br /> <br /> <br /> <br />