[Ord. No. 1576 §1, 6-18-2007; Ord. No. 1640 §1, 6-15-2009]
A. Purchases
under five thousand dollars ($5,000.00) require department head approval.
[Ord. No. 1899, 3-5-2018]
B. Items Over One Thousand Dollars. Any item which exceeds
one thousand dollars ($1,000.00) purchased individually or in bulk
shall require competitive quotations. Quotes will be obtained in writing,
by telephone, or from current catalog price lists. Quotes shall be
solicited from at least three (3) vendors.
[Ord. No. 1899, 3-5-2018]
C. Purchases Over Five Thousand Dollars. Individual purchases
which exceed five thousand dollars ($5,000.00) need to be signed by
the City Administrator as well as meet the requirements for items
over one thousand dollars ($1,000.00).
[Ord. No. 1899, 3-5-2018]
D. Purchases Over Fifteen Thousand Dollars. Purchases in excess
of fifteen thousand dollars ($15,000.00) require legal advertisement,
written specifications, sealed bids, and are awarded by the Board
of Aldermen. Sealed bids shall be submitted to the Purchasing Officer
for public opening and evaluation prior to Board of Aldermen action. In
lieu of the requirement for legal advertisement, written specifications,
and sealed bids, the use of an electronic solicitation process which
allows vendors to provide cost estimates to public entities, and satisfies
the spirit and intent of the requirements for legal advertisement,
written specifications, and sealed bids, shall be authorized.
[Ord. No. 1899, 3-5-2018]
E. Purchases Requiring Board Of Aldermen Approval.
3. Purchases over ten thousand dollars ($10,000.00).
[Ord. No. 1899, 3-5-2018]
F. Exceptions. These guidelines may be modified or waived under
any of the conditions listed below. Written justification for such
must be submitted with the Purchase Requisition.
1. The goods or services are available from only one (1) vendor;
2. Any emergency; (an emergency status must be approved by the Mayor
and City Administrator and reported at the next regular scheduled
Board meeting)
3. A concession or maintenance service agreement is being renewed for
good workmanship, material, or performance for no more than one (1)
year;
4. It is advantageous to purchase through the purchasing contracts of
other governmental agencies;
5. The services are not conducive to lowest price bidding such as legal,
engineering, audit, or medical services;
6. For purchases that are of an on-going, repetitive nature, i.e., concrete,
asphalt, equipment repairs, or any other items approved by the City
Administrator. The City Administrator shall have the authority to
approve, on an annual basis, a vendor listing of not less than three
(3) vendors to be used by the City for each approved product or service.
Vendors shall annually submit bids. Purchases may then be made by
Department Heads on a price/availability basis, for purchases up to
one thousand dollars ($1,000.00), without obtaining separate quotes
on each purchase; or
[Ord. No. 1899, 3-5-2018]
7. Professional services for architecture, engineering, or land surveying
shall be obtained as further outlined in the Procurement Policy adopted
by the City.
8. When it is determined after reasonable investigation that the goods
may be purchased at retail for less than the cost available through
sealed bids.