22-758 - A resolution updating the Procurement Policy for the City of Independence, Missouri.

City staff recommends approval to:

1. Remove a redundant report in Procurement Policy, and
2. Add a new section to Procurement Policy requiring all technology purchases be reviewed by the Technology Services Division.

The City Charter Section 3.35 authorizes the Procurement Manager (agent) to contract for purchases under such regulations and with such exceptions as the Council may provide.

There are two suggested changes:

1. Remove a monthly report of Procurement Contracts $50,000 and above to City Council. This report has been provided the first Council meeting every month. The report summarized new purchases $50,000 or more that were created the month prior. The policy update would remove verbiage in verbiage Section 4D. Approvals in the Procurement Manual stating “The City Manager will provide a report of purchases between $50,000 and $100,000 to the City Council as requested”. At one time the threshold for purchases needing Council approval was $100,000. This report served the purpose of reporting expenditures between $50,000 to $100,000. Council approval has since been reduced to $50,000, therefore this report is redundant. Since the report provides no new information, it is requested to remove this unnecessary report.
2. Add a new section to Procurement Policy requiring all technology purchases be reviewed by the Technology Services Division. The Procurement Procedures Manual addresses technology purchases, but there is nothing in policy.
   
   The policy update would become Section 16 and would state “16) Technology Purchasing Technology solutions present unique risks that must be managed appropriately to ensure security, quality, and interoperability while managing overall technology spend. The Technology Services Division owns managing risks associated with all City technology and must provide review and approval prior to all technology purchases”.

There is no fiscal impact to the City.