[Ord. No. 830808 §2, 8-8-1983]
There is hereby created the office of Purchasing Agent. The
Chief Financial Officer shall, in addition to his/her other duties,
serve as Purchasing Agent for the City and shall have the powers and
duties hereinafter or elsewhere assigned to the Purchasing Agent.
[Ord. No. 830808 §3, 8-8-1983]
Except as otherwise specifically provided by the Board of Aldermen
or as specifically otherwise required by law, the Purchasing Agent
shall make all purchases of material, equipment, supplies and insurance
for the municipality authorized by the Board of Aldermen. He/she shall
be responsible for making all such purchases at the most favorable
price for the City and shall see to it that the material, equipment,
supplies and insurance delivered is correct in number or amount and
complies with the standards and specifications prescribed by the Governing
Body as agreed to at the time of purchase.
[Ord. No. 830808 §4, 8-8-1983]
The Purchasing Agent shall, where possible, establish sets of
standards and specifications (unless otherwise established by the
Board) to control all purchases by the City and he/she shall prepare
and recommend to the Board of Aldermen such standards as to quality,
size and variety of articles, equipment and supplies and other applicable
data used by the offices and departments of municipal government as
will make possible uniform purchasing for all City departments and
offices when consistent with efficiency.
[Ord. No. 830808 §5, 8-8-1983; Ord. No. 070910G §1, 9-10-2007; Ord. No. 220214C, 2-14-2022]
A.
Purchases Up To $5,000.00.
1.
Each department head may make necessary purchases of up to one thousand
dollars ($1,000.00) so long as there are adequate funds in their budget
to make those purchases.
2.
Each department head may make necessary purchases between one thousand
dollars ($1,000.00) and five thousand dollars ($5,000.00) with City
Administrator approval, so long as there are adequate funds in the
budget to make those purchases.
B.
Purchases Of $5,001.00 to $15,000.00. For proposed purchases
of more than five thousand and one dollars ($5,001.00) but less than
fifteen thousand dollars ($15,000.00), the department shall obtain
quotes for the item after prior approval by the City Administrator.
It is preferable to obtain more than one (1) quote. If it is not possible
to get three (3) prices quoted, a notation of the reason three (3)
quotes could not be obtained and the efforts to get the same should
be noted in the file.
C.
Purchases Of $15,001.00 to $40,000.00. Proposed purchases
of more than fifteen thousand and one dollars ($15,001.00) but less
than forty thousand dollars ($40,000.00) shall be advertised for sealed
bids on the City website, and posted at City Hall, with a specification
sheet available at City Hall. Specifications for the purchase will
be submitted to the CFO for advertisement. Bids will be opened with
the CFO and the department head at a specified time.
D.
Purchases Over $40,001.00. All proposed purchases for items
estimated to cost in excess of forty thousand and one dollars ($40,001.00)
shall be advertised for three (3) weeks on the City website and posted
at City Hall for sealed bids. Specification sheets shall be available
at City Hall.
E.
Emergencies. Emergency purchases may be approved by the
Mayor. The Mayor shall decide whether there is an emergency or not.
F.
A budget
review and amendment will be conducted each July and December.
