[Ord. No. 1051 § 1, 6-11-2000]
The purchasing agent shall be appointed
by the Chairman of the Board with the approval of the Board of Trustees.
The purchasing agent, when authorized, shall procure for the Village
the bids for all supplies and contractual services needed by the Village
in accordance with the procedures prescribed by this Chapter or required
by law.
[Ord. No. 1051 § 2, 6-11-2000]
A.
In addition to the purchasing authority conferred in Section 135.010, and in addition to any other powers and duties conferred by this Chapter or other ordinance, the purchasing agent shall:
1.
Act to procure for the Village the
highest quality in supplies and contractual services at the least
expense to the Village;
2.
Prepare and adopt written specifications
for all supplies and services;
3.
Discourage uniform bidding and endeavor
to obtain as full and open competition as possible on all purchases
and sales;
4.
Keep informed of current developments
in the field of purchasing, prices, market conditions and new products
and secure for the Village the benefits of research done in the field
of purchasing by other governmental jurisdictions, national technical
societies, trade associations, and by private businesses and organizations;
5.
Prescribe and maintain such forms
necessary for the operation of the purchasing function;
6.
Prepare, adopt and maintain a vendors
catalog file. Said catalog shall be filed according to materials and
shall contain descriptions of vendors' commodities, prices and discounts;
7.
Exploit the possibilities of buying
"in bulk" so as to take full advantage of discounts;
8.
Act so as to procure for the Village
all Federal and State tax exemptions to which it is entitled;
9.
Have the authority to declare vendors
who default on their quotations irresponsible bidders and to disqualify
them from receiving any business form the Village for a period of
one (1) year;
10.
Inspect or supervise the inspection
of all deliveries with regard to quantity, quality and conformance
to specifications; and
11.
Pursue all appropriate claims against
the supplier, shipper or carrier.
[Ord. No. 1051 § 3, 6-11-2000]
A.
Each Village department or agency shall
file with the purchasing agent detailed requisitions or estimates
of their requirements in supplies and contractual services in such
manner, at such times, and for such future periods as the purchasing
agent shall prescribe.
1.
A Village department or agency shall
not be prevented from filing in the same manner with the purchasing
agent at any time a requisition or estimate for any supplies and contractual
services the need for which was not foreseen when the detailed estimates
were filed.
2.
The purchasing agent shall examine
each requisition or estimate and shall have the authority to revise
it as to quantity, quality or estimated cost.
[Ord. No. 1051 § 4, 6-11-2000]
No officer or employee of the Village
shall transact any business in his/her official capacity with any
business entity of which he/she is an officer, agent or member or
in which he/she owns a substantial interest; nor shall he/she make
any personal investments in any enterprise that will create a substantial
conflict between his/her private interest and the public interest;
nor shall he/she or any firm or business entity of which he/she is
an officer, agent or member, or the owner of substantial interest
sell any goods or services to any business entity that is licensed
by or regulated in any manner by the agency in which the officer or
employee serves.
[Ord. No. 1051 § 5, 6-11-2000]
No officer or employee of this Village
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 already is engaged in
the business transaction at the time a matter arises, he/she shall
be disqualified from rendering any decision or passing any judgment
upon the same.
[Ord. No. 1051 § 6, 6-11-2000]
The purchasing agent and every other
officer or employee of the Village are expressly prohibited from accepting,
directly or indirectly, from any person, company, firm or corporation
to which any purchase or contract is to be or might be awarded, any
rebate, gift, money or anything of value whatsoever, except where
given for the use and benefit of the Village.
[Ord. No. 1051 § 7, 6-11-2000]
A.
When the Village negotiates any purchase,
sale or other contract, there shall be provided ample opportunity
for competitive bidding in the following manner:
1.
If the consideration is not more
than one thousand dollars ($1,000.00), bids shall be solicited in
the most expedient manner with due regard for competitive prices and
quality.
2.
If the consideration is for more
than one thousand dollars ($1,000.00) but less than four thousand
five hundred dollars ($4,500.00), at least three (3) bids shall be
solicited by mail or telephone request from three (3) prospective
vendors, if available, from which the lowest bid with proper qualifications
shall be accepted. A record of the quotations shall be maintained.
The purchase shall be approved by the Board of Trustees.
3.
If the consideration is for more
than four thousand five hundred dollars ($4,500.00), three (3) written
bids shall be solicited from which the lowest and the best responsible
bid with proper qualifications shall be accepted. The purchase shall
be approved by the Board of Trustees.
4.
All contractual services shall be
purchased by formal, written contract from the lowest and best responsible
provider with proper qualifications after due notice inviting proposals.
Whenever possible, at least three (3) proposals would be obtained.
The Board of Trustees shall award the contract.
5.
In the event an individual contract
requires the Village to use a more restrictive bidding procedure than
the procedure provided for herein, the Village shall use such restrictive
bidding procedures in accordance with the terms and conditions set
forth in the contract.
6.
Individual contracts, purchases or
sales, whether they are for goods, supplies, commodities or services,
shall not be excluded from the requirement of competitive bidding
hereinabove described.
7.
Individual contracts or purchases
shall not be subdivided for the purposes of evading the requirement
of competitive bidding.
[Ord. No. 1051 § 8, 6-11-2000]
A.
The notice required by Section 135.070 shall consist of the following:
1.
Notice inviting bids shall be published
once in at least one (1) newspaper of general circulation in Franklin
County at least five (5) days preceding the last day set for the receipt
of proposals. The newspaper notice required herein shall include a
general description of the articles to be purchased or sold, shall
state where bid blanks and specifications may be secured, and the
time and place for opening bids.
2.
The Village Clerk also may solicit
sealed bids by direct mail request to prospective vendors by fax,
e-mail or other electronic means as may seem to the Village Clerk
to be in the best interest of the Village.
[Ord. No. 1051 § 9, 6-11-2000]
Bids shall be submitted sealed to
the Village Clerk and shall be identified as bids on the envelope.
They shall be opened in public at the time and place stated in the
public notices. A tabulation of all bids received shall be posted
for public inspection and a tabulation report forwarded to the Board
of Trustees.
[Ord. No. 1051 § 10, 6-11-2000]
A.
The Village reserves the right to reject
any or all bids. Contracts shall be awarded to the lowest responsible
bidder. In determining the lowest responsible bidder, in addition
to prices, the Board of Trustees may consider the following:
1.
The ability, capacity, and skill
of the bidder to perform the contract or provide the service required;
2.
Whether the bidder can perform the
contract or provide the service promptly, or within the time specified,
without delay or interference;
3.
The character, integrity, reputation,
judgment, experience and efficiency of the bidder;
4.
The quality of performance of previous
contracts or services;
5.
The previous and existing compliance
by the bidder with laws and ordinances relating to the contract or
services;
6.
The sufficiency of the financial
resources and ability of the bidder to perform the contract or provide
the services;
7.
The quality, availability and adaptability
of the supplies or contractual services to the particular use required;
8.
The ability of the bidder to provide
future maintenance and service for the use of the subject of the contract;
and
9.
The number and scope of conditions
attached to the bid.
[Ord. No. 1051 § 11, 6-11-2000]
When the award is not given to the
lowest bidder, a full statement of the reasons for placing the order
elsewhere shall be entered upon the minutes of the Board.
[Ord. No. 1051 § 12, 6-11-2000]
A.
There is hereby appropriated out of the
money in the Village Treasury, not otherwise appropriated, the sum
of fifty dollars ($50.00), which shall be known as the "Petty Expenditure
Revolving Fund." From the fund shall be paid all purchases not in
excess of twenty dollars ($20.00).
B.
At the end of each month, the Village Clerk
shall render to the Board of Trustees a statement showing the actual
expenditures from the Petty Expenditures Revolving Fund, and the Village
Treasurer shall reimburse said revolving fund for such expenditures
in the same manner as other expenditures are paid.
C.
The Board of Trustees may promulgate rules
and regulations for the use of the Petty Expenditures Revolving Fund.
[Ord. No. 1051 § 13, 6-11-2000]
In case of an apparent emergency
that requires immediate purchase of supplies or contractual services,
the Chairman of the Board may authorize the purchase at the lowest
obtainable price of any supplies or contractual services. A full explanation
of the circumstances of any emergency purchase shall be recorded in
the minutes of the Board of Trustees.
[Ord. No. 1051 § 14, 6-11-2000]
The purchasing agent shall have the
authority to join with other units of government in cooperative purchasing
plans when the best interest of the Village would be served and after
approval of the Board of Trustees.
