[Adopted 8-18-1969; 8-2-1985; 12-17-2007]
[Amended 7-25-2016]
The purpose of this article is to establish uniform purchasing
procedures in accordance with Chapter VII, Sections 10 and 11, of
the Charter of the Town of Plainville and any other applicable provisions
thereof.
The Town Manager or his or her designee shall be the Purchasing
Agent for the Town of Plainville and shall have the rights and responsibilities
set forth in Chapter VII of the Charter.
All requests for supplies, material and equipment required by
any department, office, board, commission or agency of the Town shall
be made on requisition forms. The following information shall be recorded
on all requisitions:
A. Name of agency requesting goods or services.
B. Name of suggested vendor.
C. Description of kind and quantity of goods or services required, indicating
part number, unit price, and total price per item. If prices are unavailable,
estimated dollar value shall be required.
D. Location to which goods are to be shipped.
E. The purpose of expenditure shall be required and the budget account
number to be charged shall be shown.
F. All requisitions shall be signed by the department head or chairperson
of the board, commission or agency requesting goods or services.
Purchases to be made on a bid basis shall be the responsibility
of the Purchasing Agent. He or she shall have the cooperation of any
and all agencies requesting purchases on bids. This shall include
preparation and publication of bid specifications and other necessary
information.
The Director of Finance shall approve all requisitions and purchase
orders for goods or services and lease purchases.
Violations of the provisions of this article shall be the same
as provided in Chapter VII, Section 15, of the Charter of the Town
of Plainville, which section is hereby incorporated herein as if fully
set forth herein.
[Amended 7-25-2016]
The Purchasing Agent may utilize cooperative bidding services in an effort to maximize cost benefits. Cooperative bidding services may consist of but may not be limited to bidding procedures initiated by the State of Connecticut, other municipalities in Connecticut, the Plainville Board of Education, or other regional purchasing authorities. If cooperative bidding services are utilized, the bid procedures set forth in §
106-9 of this article are not applicable. The Purchasing Agent shall present cooperative bid proposals to the Town Council for approval.
[Added 12-5-2022]
Purchases involving projects approved or anticipated to be eligible
for federal or state grants will conform to the specific requirements
associated with the type of funding or grant. These requirements may
include but are not limited to the Code of Federal Regulations (CFR)
Title 2/Subtitle A/Chapter II/Part 200/Subpart D/Procurement Standards
(200.317-200.327).
The purpose of the policy below is to limit Town entities from
initiating new purchases late in the fiscal year and to prevent the
carrying of encumbered funds across fiscal years. For reasons of fiscal
and budgetary soundness, this policy below shall apply to all departments,
offices and agencies of the Town of Plainville.