The purposes of the policy are to standardize the purchasing
procedure of the Town of Islesboro thereby securing for the Town the
advantages of a centralized and uniform purchasing policy saving the
taxpayers' money and increasing public confidence in the procedures
for municipal purchasing; to promote the fair and equitable treatment
of all suppliers of goods and services; and to set forth the duties
and responsibilities of the department heads and the Town Manager
or Town Manager's designee, thereby fostering interdepartmental
cooperation and trust in the purchasing system. The purpose of this
policy is to allow the Board of Selectmen and Town Manager, or Town
Manager's designee, the ability, when in the best interest of
the Town, to give preferential treatment to bids and/or bidders that
represent a direct benefit to the local economy.
The following terms shall have the meanings indicated:
BID MOST ADVANTAGEOUS TO THE TOWN
A bid chosen on the basis of price, quality of merchandise,
suitability of merchandise, and service reputation of the vendor,
and therefore may not necessarily mean the lowest bid received.
COMPETITIVE BIDDING
The process of obtaining the bid most advantageous to the
Town for any purchase, whether through formal or informal bidding
procedures.
COOPERATIVE PURCHASE
A purchase made by the Town in conjunction with or from another
governmental or quasi-governmental agency, such as, but not limited
to, the State of Maine, Islesboro Central School, Dark Harbor Wastewater
Treatment Facility or another municipality.
FORMAL BID
A written quotation obtained in a sealed envelope from a
vendor or through advertisement and opened at a specific day, place
and time.
INFORMAL BID
A written quotation obtained from a vendor but not required
to be opened publicly at a specified day, place and time.
ISLAND BUSINESS
Bidders whose company's headquarters are in Islesboro
and/or who pay excise or personal property taxes in Islesboro.
PURCHASE
Buying, renting, leasing, or otherwise acquiring supplies
or services for a price.
SERVICES
The lease or rental of all grounds, buildings, offices, space
or equipment required by the Town, the repair or maintenance of equipment
or real property owned by or the responsibility of the Town and all
labor furnished to the Town and the use of equipment by persons, firms,
individuals or corporations not part of or connected with the Town
government. "Services" shall not include professional services provided
to or for the Town by lawyers, architects, engineers, auditors and
consultants, nor shall "services" include utilities such as electricity
and phone services.
SUPPLIES
All supplies, materials and equipment.
Responsibilities of department heads shall be as follows:
A. To practice economy in the use of materials.
B. To maintain equipment in serviceable condition.
C. To plan future purchases to provide ample time to secure favorable
prices.
D. To ensure compliance by employees with purchasing regulations and
procedures.
E. To assure that a sufficient unencumbered balance in the department's
appropriation is available before a purchase it made.
F. To supply the Town Manager with a list of estimated annual requirements
of frequently used supplies, thereby fostering cooperative purchasing.
G. To report to the Town Manager the following:
(2) Items being replaced or to be replaced.
(3) Items no longer of use to department operations.
H. To be empowered to reject any unacceptable supply or commodity on
the grounds of high cost or low quality, and provide the Town Manager
with a written detailed report of any rejection.
The responsibility for preparing specifications rests with the
department head, in collaboration with the Town Manager.
Upon return of the bid proposals or the request for quotation
form from the vendors, the department head will summarize the prices
offered on a quotation summary form and recommend to the Town Manager
the vendor to be chosen. The Town Manager will determine the lowest
and best bid. A summary of the bid process will be provided to the
Board of Selectmen.
No equipment or accessory may be put to use by any department
for the purpose of testing its suitability or fitness in advance of
purchase without the prior written approval of the Town Manager. In
all cases, proof of insurance must be furnished by the supplier or
contractor.
The Town Manager shall have the authority to join with other
units of government in cooperative purchasing when the best interests
of the Town would be secured.
Cash purchases may be made in small amounts through the petty
cash fund.
A. The amount of a single cash purchase shall not exceed $25. Persons
making cash purchases shall be reimbursed upon presentation of a receipt
to the person authorized by the Town Manager to disburse petty cash.
B. A record of disbursements, their purpose and receipts shall be maintained
by the person authorized by the Town Manager to disburse petty cash.
C. The petty cash fund shall not exceed $100 and shall be kept separate
from all other cash. It shall be replenished as needed by warrant
approved by the Board of Selectmen.