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HomeMy WebLinkAboutResolution No. 082-16 - DeptHeads.ContractAuthorityRESOLUTION GRANTING AUTHORITY TO DEPARTMENT HEADS AND THEIR DESIGNATED DIVISION HEADS TO APPROVE CONTRACTS ON BEHALF OF THE CITY OF ROCHESTER WHEREAS, the City of Rochester Common Council annually adopts and approves budgets, and provides funding for the operation of the City; and, WHEREAS, it is neither practical nor efficient for the Council to review every purchase and contract for service prior to its execution; and, WHEREAS, pursuant to Section 4.01, subdivision 3 of the City of Rochester Home Rule Charter, the Council may be resolution adopt such procedures or policies it deems advisable for the approval and execution of contracts; and, WHEREAS, the Council wishes to invoke the authority found in Section 4.01, subdivision 3 of the City of Rochester Home Rule Charter and does so by the adoption of this resolution. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Rochester that the Council hereby delegates authority to the City Department Heads or their designated division heads to approve contracts on behalf of the City subject to the following conditions- 1 . The amount obligated under each contract shall not exceed $50,000; 2. The amount obligated under each contract shall be within the amount authorized by a Council -approved operating or capital improvement plan budget; and, 3. The term of each contract shall not exceed one year from the date of execution. This condition does not prohibit multi -year contracts so long as each year of the contract is conditioned upon the existence of an approved budget appropriation for that year. BE IT FURTHER RESOLVED by the Council that the process for contract approval and execution shall be as follows- 1. Each contract shall first be reviewed by the Finance Department to assure budgetary authority; 2. Each contract shall be reviewed by City Administration prior to execution; 3. Each contract shall be reviewed and approved by the City Attorney's Office for form; 4. Each contract shall be executed by the Mayor and City Clerk. The City Clerk may apply the Mayor's signature to the contract if the Mayor does not affirmatively execute the contract within five days of its presentation to the Mayor; and, 5. Each executed contract shall be retained by the City Clerk in the official document management system of the City and shared with the Council by way of electronic access. BE IT FURTHER RESOLVED that the City Department Heads and their designated division heads shall comply with the procurement requirements of the Charter and the Minnesota municipal contracting law (Minn. Stat. §471.345). BE IT FURTHER RESOLVED that nothing in this resolution shall detract from the contract authority delegated by the Home Rule Charter or prior resolution to the various City boards and commissions. BE IT FURTHER RESOLVED that the Council may annually review this process or issues related to this process. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS ATTEST: CITY CLERK DAY OF , 2016. PRESIDENT OF SAID COMMON COUNCIL APPROVED THIS DAY OF MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) Res 15\Resol u. ContractDelegation2 2016.