[Ord. No. 04-406 §1, 10-11-2004]
A. All
purchases of four hundred ninety-nine dollars ninety-nine cents ($499.99)
or less with the exception of routine services such as utilities,
telephone, and contracted services are authorized by Department Head
or Village Clerk. Purchases shall be completed in the most expedient
manner with due regard for local vendors, advantageous prices, and
quality. All purchases must use a purchase order. Funds must be available
within the adopted department budget.
B. All
purchases more than five hundred dollars ($500.00) but less than one
thousand five hundred dollars ($1,500.00) with the exception of routine
services such as utilities, contracted services, telephone bills and
lots or groups of items totaling this amount, require a purchase order
that must be approved by the Chairman of the Board prior to purchase;
with necessary documentation that advantageous bidding process, such
as procurement of a minimum of three (3) price quotes where possible,
has been followed. Purchases shall be completed in the most expedient
manner with due regard for local vendors, advantageous prices, and
quality. Funds must be available within the adopted department budget.
C. All
purchases more than one thousand five hundred dollars ($1,500.00)
but less than five thousand dollars ($5,000.00), at least three (3)
price quotes shall be obtained by mail, telephone, catalog, or store
pricing from at least three (3) prospective vendors from which the
most advantageous price shall be accepted. A purchase order must be
completed and the three (3) quotes attached. Purchases shall be completed
in the most expedient manner with due regard for local vendors, advantageous
prices, and quality. Funds must be available within the adopted department
budget. The Board shall review and approve or disapprove the purchase
order.
D. All
purchases more than five thousand dollars ($5,000.00) but not more
than fifteen thousand dollars ($15,000.00), to waive technicalities
or deficiencies in any or all the proposals, written bids shall be
solicited. Purchases shall be completed in the most expedient manner
with due regard for local vendors, advantageous prices, and quality.
Funds must be available within the adopted department budget. The
Board of Trustees shall select a vendor or service provider based
on the proposal that, in its sole discretion best meets the interest
and requirements of the Village. The Board of Trustees reserves the
right in its sole discretion to reject any and all proposals or portions
thereof, to waive technicalities or deficiencies in any or all the
proposals, to negotiate with any or all bidders or others for more
favorable terms or prices, and to award the contract to other than
the bidder submitting the lowest cost proposal, with or without negotiation.
E. All
supplies and contractual services estimated to cost in excess of fifteen
thousand dollars ($15,000.00) shall be purchases by formal, written
contract from the lowest responsible bidder, after due notice inviting
sealed, written proposals. Whenever possible, at least three (3) bids
should be obtained from qualified vendors. Purchases shall be completed
in the most expedient manner with due regard for local vendors, advantageous
prices, and quality. Funds must be available within the adopted department
budget. The Board of Trustees shall award any contract based on the
proposal that, in its sole discretion, best meets the interests and
requirements of the Village. The Board of Trustees reserves the right,
in its sole discretion, to reject any and all proposals or portions
thereof, to waive technicalities or deficiencies in any or all the
proposals, to negotiate with any or all bidders or others for more
favorable terms or prices, with or without negotiation.
F. Individual contracts, purchases, or sales be they for goods, supplies, commodities, or services shall not be excluded from the requirement of advantageous bidding hereinabove described, except as provided in this Article and as provided for professional services as set forth in Section
130.160.
[Ord. No. 04-406 §2, 10-11-2004]
A. The
Village may need to purchase goods or services under circumstances
which do not clearly fit the patterns of normal public procurement
and for which normal advantageous procedures do not apply. The following
guidelines are provided with regard to making such purchases.
1. Sole source purchasing. In the event that there
is only one vendor capable of providing a particular good or service,
then the advantageous shopping procedures outlined in this policy
shall not apply; provided that whenever it is determined the Village
must purchase goods or services from a "sole source vendor", documentation
why only one company or individual is capable of providing the goods
or services is required. The documentation should be attached to the
purchase order. The Chairman of the Board shall review said information
for final approval.
2. Routine services. Service utility billings (i.e.,
telephone, electric, natural gas, etc.) over four hundred ninety-nine
dollars ninety-nine cents ($499.99) shall not require a purchase order.
3. Lot purchases. Purchases comprised of more than
one item totaling over four hundred ninety-nine dollars ninety-nine
cents ($499.99) will not require a purchase order unless the items,
when combined make up one useable unit.
[Ord. No. 04-406 §3, 10-11-2004]
If the Board desires to seek bids for professional services,
a Request For Proposal (RFP) can be prepared including requirements
and minimum standards for the services to be provided. RFPs should
be submitted by the Village Clerk to the Board of Trustees for review
and approval prior to distribution. When an RFP is issued, qualified
professionals will be invited to submit a proposal setting forth their
interest, qualifications and how they can meet the Village's needs.
In securing professional services, it is the primary goal of the Village
to obtain the services of a professional who has a proven record of
providing, in a professional way, those services required. A contract
will be negotiated with the professional deemed to best meet the Village's
needs.
[Ord. No. 04-406 §4, 10-11-2004]
The bid procedures outlined in this policy may be waived under
emergency conditions when a delay may threaten the basic mission of
a department. True emergency situations are rare. Occasionally, equipment
will require emergency repairs or other circumstances will necessitate
emergency purchasing that cannot await compliance with these regulations.
When faced with an emergency purchase employees are to notify the
Chairman of the Board as soon as possible.
[Ord. No. 04-406 §5, 10-11-2004]
The Village Clerk or Chairman of the Board is hereby authorized
to implement such further detailed purchasing procedures, including
requirements for the routing of purchase orders and other forms, as
may be desired from time to time, so long as such procedures are consistent
with the policies set forth in this overall policy.