Editor's Note: The Dixon Purchasing Policy Summary adopted by Ord. No. 670, 6-2-2025 is held on file in the City offices.
[Ord. No. 670, 6-2-2025]
A. 
The purpose of this policy is to ensure the City is procuring the highest quality goods and services at the lowest responsible cost, while recognizing mitigating circumstances which may be present that are in the best interest of the City to acknowledge. This policy is designed to achieve fairness in purchases, opportunities to support the local economy, reasonableness in the value of purchases for the City and the personnel time to make the purchases so the City receives the best value possible.
B. 
All purchases made on behalf of the City shall be in compliance with this Purchasing Policy, except as specifically authorized by the Mayor or Board of Aldermen.
[Ord. No. 670, 6-2-2025]
A. 
The Department Head or Supervisor shall be responsible for making purchasing decisions for and shall authorize all of that department's budgeted purchases. It is the responsibility of each Department Head to ensure complete control over purchases. Department Heads may designate employees under their supervision to make specific purchases on behalf of the department. Department Heads are responsible for ensuring that all such purchases are for legitimate public purposes and that all such purchases are accounted for.
B. 
The detailed invoice or receipt must be submitted to the City Clerk with the Purchase Request form completed in its entirety (including budgeted account number) and Department Head signature. Packing slips should accompany invoices, indicating all items were received, if applicable.
C. 
Whenever possible, the Purchasing Card is to be used as payment for goods or services. Invoice or receipt for all Purchasing Card purchases must be submitted to the City Clerk with the Purchase Request form completed in its entirety (including budgeted account number) and Department Head signature. Packing slips should accompany invoices, indicating all items were received, if applicable.
D. 
All purchases must be within the total department budget as approved by the Mayor and Board of Aldermen; the Mayor and Board of Aldermen must approve any change in total department budget.
[Ord. No. 670, 6-2-2025]
A. 
Any purchases exceeding five hundred dollars ($500.00) but less than two thousand dollars ($2,000.00) shall, whenever possible, be based on at least three (3) competitive bids. The Department Head may issue requests for bids by oral announcement, in writing (including by mail and/or email), and/or by an advertisement to a local newspaper, publication to the City's website, and/or publication to the City's social media account. All bids submitted to the City must be in writing and the Department Head shall provide copies of all bids received to the City Clerk.
B. 
All purchases exceeding two thousand dollars ($2,000.00) but less than seven thousand five hundred dollars ($7,500.00) must be based upon at least three (3) competitive bids. The Department Head may issue requests for bids by oral announcement, in writing (including by mail and/or email), and/or by an advertisement to a local newspaper, publication to the City's website, and/or publication to the City's social media account. All bids submitted to the City must be in writing and the Department head shall provide copies of all bides received to the City Clerk.
C. 
All purchases exceeding seven thousand five hundred dollars ($7,500.00) require requests for bids to be issued by and appropriate advertising in newspaper in general circulation and posting on the City's website. Other forms of issuance are also permitted. Details of advertisement should be submitted to the Office Administrator for submission to the newspaper and posting on the City's website. Such bids must be obtained in written format according to the advertised specifications. All bids submitted to the City shall be, in writing, in the format according to the advertised specifications. The Department Head shall provide copies of all bids received to the City Clerk.
D. 
Bid and/or performance bonds may be required by the City for any purchase and as may be required by State law.
E. 
Exceptions from these bidding procedures are limited to the following:
1. 
As approved by the Mayor or Board of Aldermen on the basis of such being in the best interest of the City.
2. 
Other purchases or contracts, which by their nature may be impossible to award by competitive bidding, are exempt from the bidding procedures and are as follows:
a. 
Professional services, however, a RFQ may optionally be solicited.
b. 
A commodity or service which, by its very nature, is available from only one (1) source.
c. 
A commodity or service which the City has standardized for use.
d. 
Emergency expenditures when there is a pressing need to preclude undue delay in accomplishment of an essential project, task or endeavor.
3. 
Purchases made from entities where GSA or other governmental pricing has already been established, or through governmental cooperative purchasing programs.
[Ord. No. 670, 6-2-2025]
A. 
Contracts shall be awarded to the best responsible bidder. In determining the best responsible bidder, while being mindful of the lowest price, the following shall be considered: the ability, capacity or skill of the bidder to perform the contract or provide the service promptly within the time specified; the character, integrity, reputation, judgment, experience and efficiency of the bidder; the quality of performance of previous contracts or services; the previous and existing compliance by the bidder with laws and ordinances relating to the contract or services; the sufficiency of the financial resources and ability of the bidder to perform the contract or provide the services; the quality, availability and adaptability of the supplies or contractual services to the particular use required, and the ability of the bidder to provide future maintenance and/or service.
B. 
All sealed bids which are received after the stated date and time and/or do not meet advertised requirements for surety or are unsigned at the time of opening or in any way do not meet the bid specification requirements will be rejected.
C. 
All requests for sealed bids shall clearly state the time, date and location of the bid opening.
D. 
When a contract is proposed to be awarded to an entity that is not the lowest cost bidder, the Mayor or Board of Aldermen must approve such based on a review and approval of justification for such.
[Ord. No. 670, 6-2-2025]
A. 
The Mayor or Board of Aldermen may transfer all or part of any unencumbered appropriation balance among accounts within a department.
B. 
The City Clerk shall have the authority to require reports from all City departments indicating all commodities or capital items which are no longer used or have become obsolete, worn out or scrapped. The City Clerk shall have the authority to transfer these items from one (1) department to another and shall present to the Board of Aldermen, a written request to designate as surplus property all items which have become unsuitable for public use or a proposal to exchange or trade for new supplies or capital items. The Board of Aldermen shall approve requests to designate City property as surplus property and to sell or otherwise dispose of said property by an oral motion and majority vote. Such sales are to be by public (including online) auction or by sealed bid to the highest responsible bidder, however, a negotiated price process may be used in the case of selling such items to a public agency. Revenues from surplus and scrap sales shall be credited to the appropriate fund. The Board of Aldermen shall authorize increases to the budget for sale amounts and to the expenditure budget of the selling department, if such can be determined.
C. 
The City Clerk will update the City's inventory list according to the changes and/or additions.
D. 
This policy is intended to meet the procurement policy.
E. 
To promote compliance with Federal regulations, the City of Dixon staff will perform some measure of cost/price analysis when making purchases under Federal grants. The City of Dixon will make every effort to avoid purchasing unnecessary or duplicate items. Positive efforts will be made to make purchases with consideration of these priorities:
1. 
Organizational needs.
2. 
Best price.
3. 
Features and the quality of the item(s) or service(s).
4. 
Willingness to meet billing, delivery and service needs.
5. 
Each vendor will be checked for debarment.
6. 
Small businesses, minority-owned businesses, or women's business enterprise.