Title
An Ordinance repealing the current City of Lee’ Summit Procurement Policy, as adopted by Ordinance No. 8253, and adopting in lieu thereof a new policy entitled Procurement Policy for the City of Lee’s Summit, Missouri. (F&BC 10-14-19)
Body
Issue/Request:
An Ordinance repealing the current City of Lee’ Summit Procurement Policy, as adopted by Ordinance No. 8253, and adopting in lieu thereof a new policy entitled Procurement Policy for the City of Lee’s Summit, Missouri.
Background:
The City's current procurment policy was adopted in October 2017 pursuant to Ordinance No. 8523. Section 15 of the policy requires staff to review the policy at least every two years for necessary updates and present such change to the City Council for approval.
Feedback and input for the revised policy was gathered from many users. The internal procurement staff had an opportunity to modify and improve the policy; a committee made up of representatives from the Law, Parks and Recreation, and Finance then reviewed it. Once drafted the updated policy was reviewed by the City Manager, City Supervisors, and the Management Team. During each review level, valuable feedback was received and used to refine and improve the policy.
Significant updates to the policy include:
• Restructuring of the sections in the policy by separating processes from approval levels, and creating sections for unique items
• Updated law references and phrasing to make expectations clearer
• Updated processes to promote innovative processes in procuring goods and services
• Cleaned up definitions by editing moving into the appropriate section of the policy
• Provide transparency of processes and approval levels
Key Issues:
The proposed policy is to provide improved communication of processes, approval levels, and expectations to improve efficiencies of operations for the City. This is done by restructuring the organization of the Policy, providing clear communication, updating terminology to allow for policy alignment with future changes to state law, City Charter, or Council actions.
Proposed Council Motion:
FIRST MOTION: I move for second reading of an ordinance repealing the current City of Lee’ Summit Procurement Policy, as adopted by Ordinance No. 8253, and adopting in lieu thereof a new policy entitled Procurement Policy for the City of Lee’s Summit, Missouri.
SECOND MOTION: I move for adoption of an ordinance repealing the current City of Lee’ Summit Procurement Policy, as adopted by Ordinance No. 8253, and adopting in lieu thereof a new policy entitled Procurement Policy for the City of Lee’s Summit, Missouri.
Presenter
Rick Gentry, Procurement and Contract Services Manager
Recommendation
Staff recommends repealing the current policy and approving the new policy.
Committee Recommendation
On October 14, 2019 at the F&BC meeting a motion was made by Councilmember Forte, seconded by Vice Chair Lopez, that this Ordinance be recommended for approval to the City Council. The motion carried an unanimous vote.