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process. He explained that it would not be practical to constantly ask Council’s approvalfor <br />many of these routinecontracts. <br />Chairman Shachnerthen recommended amending section 111.04 to include competitive bidding <br />exceptions for routine service contracts. Law Director Vargo responded by communicating that <br />the proposed Ordinance itself is an exemption to the competitive bidding process for routine <br />contracts. He further explained that the Directors have expressed the need for relief from <br />constant competitive bidding processes. <br /> <br />Chairman Shachner stated a concern that the Board of Control’s review process will be removed <br />for contracts below $75,000. He asked if there is a way to ensure relief from competitive bidding <br />but also ensure approval by the Board of Control. Law Director Vargo stated that this could be <br />done if it is the directive of Council. He clarified that the Board of Control does not review <br />contracts for merit or need, rather the Board of Control functions as an auditing control system. <br /> <br />Councilmember Kepple asked about the different processes for contracts that are below the <br />purchasing threshold and for contracts that exceed the threshold. Fleet Manager Holmon <br />explained these different processes. <br /> <br />Councilmember Kepple asked if there are control mechanisms in the event that a director gives <br />preferential treatment to certain vendors. Purchasing Manager Byrnes responded that some <br />vendors have market control over certain goods and services. Therefore, the city does not have <br />many vendor options for certain goods and services. <br /> <br />Councilmember Kepple asked if contracts are documented and tracked. Purchasing Manager <br />Byrnes explained that contract quotes must be produced and that these quotes must have a <br />contract number in order to go to the Board of Control. He then stated that he keeps a working <br />file of agreements between the City of Lakewood and outside organizations. Furthermore, he <br />stated that these agreements are not signed unless the Law Department grants approval. <br /> <br />Purchasing Manager Byrnes explained that the Board of Control still wants to see due diligence <br />and review quotes even when prices are below the bidding threshold. Finance Director Rancatore <br />added that the Board of Controls would prefer to discuss different quotes instead of going <br />through the competitive bidding process. <br /> <br />Chairman Shachner stated that the Finance Committee will hold Ordinance 18-2023 and finish <br />discussion at an upcoming meeting. <br /> <br />Finance Committee adjourned at 6:38 P.M. <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />3 <br /> <br /> <br />