Preparation and adoption of the annual budget shall be accomplished in accordance with Article
VIII, Sections 803 through 805, of the Home Rule Charter.
[Amended 7-17-2024 by Ord. No. 03-2024]
A. General provisions. The Borough Manager and the Treasurer shall establish
and administer a purchasing system which shall provide the regulations,
policies and procedures covering the acquisition of goods and services
by the Borough, subject to the provisions of this Administrative Code.
(1) The base amount of $23,200 ("Base Competitive Bid Amount") is established
as the limitation when competitive bidding shall be required for the
purchase of labor, materials and supplies, unless excluded by Home
Rule Charter Section 806, purchased through the state cooperative
purchasing system or other joint purchasing system. The Base Competitive
Bid Amount shall be adjusted annually in accordance with the procedures
in Act 90 of 2011 by the Commonwealth Department of Labor and Industry.
(2) Written quotes whenever possible or telephonic price quotations from
at least three qualified and responsible contractors shall be requested
for all contracts that exceed $12,600 ("Base Quote Amount") but are
less than the Base Competitive Bid Amount requiring advertisement
or competitive bidding, or, in lieu of price quotations, a memorandum
shall be kept on file showing that fewer than three qualified contractors
are known in the market area within which it is practicable to obtain
quotations. The Base Quote Amount shall be adjusted annually in accordance
with the procedures in Act 90 of 2011 by the Commonwealth Department
of Labor and Industry. A written record of telephone price quotations
shall be made and contain at least the date of quotation, the name
of the contractor and the contractor's representative, a description
of the work or product which was the subject of the quotation and
the price. Written price quotations and records of telephone quotations
shall be retained for three years.
(3) Purchases and contracts not subject to competitive bidding under
the Home Rule Charter and this Administrative Code shall not require
quotations; however, where possible, they are preferred.
The Borough Manager shall have the authority
to dispose of unneeded, obsolete or surplus equipment or supplies
with a sale value of less than $500 in the manner most beneficial
to the Borough. Sale of equipment with a sale value of more than $500
shall be sold with the approval of the Borough Council through the
competitive bidding process, except that competitive bidding shall
not be required for the sale of equipment, supplies or services to
other political subdivisions.
In accordance with Section 809 of the Home Rule
Charter, the Borough Council shall appoint, for the purpose of an
independent annual audit of all Borough revenues, expenditures and
accounts, a certified public accountant or a certified public accountant
firm for each fiscal year. The independent auditor may be selected
by the Borough Council to provide auditing services for up to a three-year
contract; however, in every instance, the Borough Council will have
selected an auditing firm on or before February 15 of the fiscal year.
The Borough of West Chester will utilize the
Uniform Chart of Accounts as published by the Pennsylvania Department
of Community Affairs unless or until modified or replaced by an ordinance
duly adopted by the Borough Council.