[HISTORY: Adopted by the Village Council of the Village of
Cassopolis 9-13-1993 by Ord. No. 180 (Ch. 2, Art. V, Div. 2, of the 2003
Code of Ordinances). Amendments noted where applicable.]
GENERAL REFERENCES
Sale of real property — See Ch. 68.
The Village Manager is designated as the purchasing agent for
the Village.
A.
All purchases exceeding $300 shall be evidenced by a purchase order
signed by the purchasing agent.
B.
All sales of Village property above $500 shall be evidenced by a
written agreement or contract of sale.
C.
No sale or purchase shall be divided for the purpose of circumventing
the dollar value limitations contained in this chapter.
A.
The purchasing agent is authorized to make purchases on behalf of
the Village without consent of the Village Council, where each purchase
does not exceed the sum of $500.
B.
All purchases in excess of $500 but less than $1,000 can be made
by the purchasing agent with the consent of the proper department
committee, i.e., public safety committee, department of public works
committee, etc.
C.
All purchases in excess of $1,000 shall only be authorized and ordered
by the Village Council.
D.
All purchases which do not exceed the sum of $500 may be authorized
and ordered by the purchasing agent without the necessity of advertising
for sealed competitive bids.
E.
Sealed bids shall be asked for in all transactions involving the
expenditure of more than $500 or less than $1,000 with the transaction
evidenced by written contract submitted to and approved by the appropriate
committee, and approved by the Village Council if the purchase price
exceeds $1,000. This requirement may be waived in instances where
the Village Council, by unanimous consent, deems it clearly to the
Village's advantage to contract without competitive bidding.
F.
All open market purchases shall, whenever possible, be based on competitive
bids which may be solicited by the purchasing agent via telephone
or mail. The purchasing agent shall keep a record of all open market
orders and the bids submitted in competition, and such records shall
be open to public inspection.
G.
Purchases from public institutions/utilities shall be exempt from
this chapter.
A.
Notices inviting sealed competitive bids shall be published in a
newspaper of general circulation within the Village, or in appropriate
publications, at least seven days prior to the final submission date
for the bids.
B.
Such notice shall designate the materials or equipment desired, or
the project to be undertaken, the amount of bid bond required, if
any, and the time, date, place and office for the filing and opening
of such bonds. The right to reject any and all bids shall be reserved.
C.
The purchasing agent shall mail copies of the official notice to
qualified vendors or contractors, as he may deem necessary, to give
notice to interested bidders and to obtain competitive bids.
Bids submitted in response to such competitive bid notice shall
be sealed and be accompanied by the specified bid bond. Bid bond is
needed only when the price of such item exceeds $30,000.
A.
Sealed bids shall be opened in public by the purchasing agent or
the Village Council at the time and place specified in the official
notice.
B.
If the purchasing agent opens the bids, he shall use the information
revealed in such bids to make a recommendation to the Village Council
on which bid to accept.
C.
If the Village Council opens the bids, they may act on such bids,
or may refer them to an appropriate Village official for tabulation
and/or recommendation before acting thereon.
D.
Any competing bidder may examine the bids and the tabulation.
E.
Upon receiving the bids, together with any recommendations made,
the Village Council may reject the bids or determine the lowest responsible
bidder and award the contract accordingly. Quality offered, delivery
terms and reputation of the vendor may be taken into consideration
when awarding the bid.
F.
If the Village Council determines it cannot choose between two or
more bidders to determine which one is the lowest, the successful
bidder may be determined by lot, or the Village Council may authorize
the purchasing agent to purchase the commodities in the open market
and not to exceed the lowest bid price for each commodity.
A.
After awarding a contract as described in this chapter, the contract
documents, together with a performance bond, if any, complying with
the provisions of Public Act No. 187 of 1905 (MCL § 570.101
et seq.), shall be issued in the amount of the contract, executed
by the successful bidder and submitted to the Village attorney for
approval and to the Village Council for execution.
B.
All bonds, deposits of cash or certified or cashier's check
may be retained until the contract is awarded and signed. If any successful
bidder fails or refuses to enter into the contract as provided in
this chapter, the deposit accompanying the bid shall be forfeited
and the Council may award the contract to the next lowest responsible
bidder, or readvertise the contract.
A.
Whenever any Village personal property is not needed for public purposes,
it may be sold.
B.
Personal property not exceeding $500 in value may be sold by the
purchasing agent for the bid price or traded to the vendor for new
equipment replacing it.
