City of Madison - File #: 04807

• File #: 04807
• Version: 2
• Name: Substitute - contract procedures
• Type: Ordinance
• Status: Passed
• File created: 10/25/2006
• In control: BOARD OF ESTIMATES (ended 4/2017)
• On agenda: 12/5/2006
• Final action: 12/5/2006
• Enactment date: 12/21/2006
• Enactment #: ORD-06-00180
• Title: SUBSTITUTE - Repealing Section 3.61 and recreating it as Section 4.26 of the Madison General Ordinances to modify the procedures for approval of purchase of service contracts and to relocate it in the Chapter on finance.
• Sponsors: David J. Cieslewicz

Date	Ver.	Action By	Action	Result
12/5/2006	2	COMMON COUNCIL	Adopt	Pass
11/28/2006	2	Attorney's Office/Approval Group	Approved As To Form
11/28/2006	2	Attorney's Office	Fiscal Note Required / Approval
11/28/2006	2	Finance Dept/Approval Group	Approved Fiscal Note By The Comptroller's Office (SUBSTITUTES)
11/27/2006	2	BOARD OF ESTIMATES (ended 4/2017)	RECOMMEND TO COUNCIL TO ADOPT - REPORT OF OFFICER	Pass
11/21/2006	1	COMMON COUNCIL	Refer	Pass
11/13/2006	1	BOARD OF ESTIMATES (ended 4/2017)	RECOMMEND TO COUNCIL TO ADOPT - REPORT OF OFFICER	Pass
11/7/2006	1	COMMON COUNCIL	Refer
11/1/2006	1	Finance Dept/Approval Group	Approved Fiscal Note By The Comptroller's Office
11/1/2006	1	Attorney's Office	Referred for Introduction
10/25/2006	1	Attorney's Office/Approval Group	Approved As To Form
10/25/2006	1	Attorney's Office	Fiscal Note Required / Approval

Fiscal Note
The requirements of this proposed ordinance amendment are generally consistent with current purchasing practices and can be accomplished with existing staff resources. No appropriation is required.
Title
SUBSTITUTE - Repealing Section 3.61 and recreating it as Section 4.26 of the Madison General Ordinances to modify the procedures for approval of purchase of service contracts and to relocate it in the Chapter on finance.
Body
DRAFTER'S ANALYSIS: Section 3.61 of the ordinances covers some aspects of City purchasing, but the ordinance is confusing and outdated. Following extensive meetings of the staff contract group, a new ordinance is being proposed. This ordinance repeals the current Section 3.61, amending and renumbering it to Section 4.26, so that it is relocated to the Chapter on finance. The revision keeps several of the provisions of current Sec. 3.61, and makes changes to several other provisions. The key elements of the ordinance are as follows:
1. The ordinance explicitly states that by granting the authority therein, the Council is approving the contracts that are executed pursuant to its terms.
2. The ordinance explicitly authorizes the purchase of goods and supplies when the Council has approved budget authorization for them. This follows current practice, but was nowhere codified.
3. The ordinance allows for the City to purchase services without Council further approval, provided that there has been a competitive process for obtaining the services and the funds have been authorized in the City budget. Such contracts must either be for a one-year period, or if for more than one year but less than three years, must be not more than $50,000 per year. No contracts for more than three years can be authorized without a resolution of the Council.
4. The ordinance codifies existing exceptions to the RFP process, with some modifications. The ordinance provides that, if a contract for the purchase of services exceeds $25,000 and...