[R.O. 2003 §125.020; Ord. No. 621 §1, 7-6-2000; Ord. No. 672 §1, 9-5-2002; Ord.
No. 1124 §1, 10-20-2011; Ord. No. 1303, 2-7-2013; Ord. No. 968, 4-2-2015]
A.
No purchase orders shall be issued except in the manner set forth
below.
1.
Under $250.00. Whenever any contemplated purchase
or contract for services is for the sum of less than two hundred fifty
dollars ($250.00), the Mayor, City Administrator or department head
may approve the item or items as needed without further formality.
2.
From $250.00 To $500.00. Whenever any contemplated
purchase or contract for services is for the sum over two hundred
fifty dollars ($250.00) and no more than five hundred dollars ($500.00),
the Mayor, City Administrator or department head may issue a purchase
order for the item or items as needed without further formality.
3.
From $500.00 To $2,500.00. Whenever any contemplated
purchase or contract for services is for the sum over five hundred
dollars ($500.00) and no more than two thousand five hundred dollars
($2,500.00), a minimum of three (3) verbal bids for the item(s) or
services shall be obtained by the Mayor, City Administrator or department
head. A purchase order may be issued to the lowest responsible bidder
by the Mayor or City Administrator without further formality.
4.
From $2,500.00 To $5,000.00. Whenever any contemplated
purchase or contract for services is for the sum over two thousand
five hundred dollars ($2,500.00) and no more than five thousand dollars
($5,000.00), a minimum of three (3) written bids for the item(s) or
services shall be obtained by the Mayor, City Administrator or department
head. A purchase order may be issued to the lowest responsible bidder
by the Mayor and City Administrator without further formality.
5.
From $5,000.00 To $10,000.00. Whenever any
contemplated purchase or contract for services is for the sum over
five thousand dollars ($5,000.00) and no more than ten thousand dollars
($10,000.00), a minimum of three (3) written bids for the item(s)
or services shall be obtained by the Mayor, City Administrator or
department head. A purchase order may be issued to the lowest responsible
bidder by the City Administrator upon approval of the Board of Aldermen.
6.
$10,000.00 And Above. Whenever any contemplated
purchase or contract for services is for the sum of over ten thousand
dollars ($10,000.00), the City Administrator shall cause to be published
at least three (3) days in some newspaper of general circulation in
the City, a notice inviting bids, which notice shall be published
at least ten (10) days prior to the date set for the receipt of the
bids. The City Administrator may also mail to all responsible prospective
suppliers of the items to be purchased or services performed a copy
of such notice. Such notice shall include a general description of
the articles to be purchased or services performed, the time and place
for opening of bids, and a statement of the fact that the City reserves
the right to reject any or all proposals. A purchase order may be
issued to the lowest responsible bidder by the City Administrator
upon approval of the Board of Aldermen.
7.
Individual purchases or contracts shall not be subdivided for
the purpose of evading the purchasing requirements set forth herein.
The procurement of several items of the same type at substantially
the same time is a single purchase for purposes of this Section.
B.
Notwithstanding any of the provisions of Subsection (A) of this Section, the City may, upon approval of the Board of Aldermen, extend any contract for the purchase of goods or services without utilizing the bidding procedures as herein described, when, in the opinion of the Board of Aldermen, such extension is deemed to be in the best interest of the City. No contract shall be extended for a period longer than the length of the original contract.
[R.O. 2003 §125.030; C.C. 1979 §25.030; Ord. No. 621 §1, 7-6-2000; Ord.
No. 672 §1, 9-5-2002]
Upon the receipt by the Mayor or the City Administrator of any
bill for supplies or services without an attached purchase order,
the Mayor or the City Administrator shall contact the vendor involved
and inform him that all purchases require a purchase order. The bill
shall be returned to the vendor, who shall be responsible for obtaining
the proper purchase order before submission to the Board of Aldermen.
Provided, that the Mayor or the City Administrator may submit a vendor's
bill to the Board of Aldermen for payment (and telephonically notify
the vendor to comply in the future) if the Mayor or the City Administrator
believes the failure to procure the purchase order was inadvertent
on the part of the vendor.
[R.O. 2003 §125.040; C.C. 1979 §25.040; Ord. No. 621 §1, 7-6-2000; Ord.
No. 672 §1, 9-5-2002]
No officer or employee of the City shall transact any business
in his official capacity with any business entity of which he is an
officer, agent or member or in which he owns a substantial interest;
nor shall be make any personal investments in any enterprise which
will create a substantial conflict between his private interests and
the public interest; nor shall be or any firm or business entity of
which he is an officer, agent or member, or the owner of substantial
interest, sell any goods or services to any business entity which
is licensed by or regulated in any manner by the City.
[R.O. 2003 §125.050; C.C. 1979 §25.050; Ord. No. 621 §1, 7-6-2000; Ord.
No. 672 §1, 9-5-2002]
No officer or employee of this City shall enter into any private
business transaction with any person or entity that has a matter pending
or to be pending upon which the officer or employee is or will be
called upon to render a decision or pass judgment. If any officer
or employee is already engaged in the business transaction at the
time that a matter arises, he shall be disqualified from rendering
any decision or passing any judgment upon the same.
[R.O. 2003 §125.060; C.C. 1979 §25.060; Ord. No. 621 §1, 7-6-2000; Ord.
No. 672 §1, 9-5-2002]
[R.O. 2003 §125.070; C.C. 1979 §25.070; Ord. No. 621 §1, 7-6-2000; Ord.
No. 672 §1, 9-5-2002]
The purchasing agent and every other officer and employee of the City are expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is or might be awarded, any rebate, gift, money, or anything of value whatsoever, except where given for the use and benefit of the City. Violation of the provisions of this Section shall upon conviction thereof be punished as provided in Section 100.220 of this Code.
[R.O. 2003 §125.080; C.C. 1979 §25.080; Ord. No. 621 §1, 7-6-2000; Ord.
No. 672 §1, 9-5-2002]
Whenever the City of Buckner shall become indebted to any person
in any sum of money, the auditing and payment of which is not otherwise
provided for, the claimant shall make out an accurate detailed account
or statement thereof in writing and shall then present the same to
the Board of Aldermen.
