This chapter is adopted in accordance with R.I.G.L. Title 45, Chapter
55, Award of Municipal Contracts, §§ 45-55-1 through 45-55-17. The Town shall comply with requirements of Chapter
55, if not specifically stated herein.
The Town Manager or his or her designee shall
serve as the Purchasing Agent.
The Purchasing Agent shall have the following
powers and duties:
A. To purchase materials, supplies and equipment, and
the procurement of contracted services requisitioned by any agency
of the Town, subject to the provisions of federal, state and local
regulations;
B. To maintain high standards of quality in materials,
supplies, equipment and services for the lowest reasonable cost;
C. To take advantage of bulk, seasonal or cooperative
purchasing, where possible;
D. To dispose of obsolete or unusable personal property
of the Town; and
E. To coordinate and assist departments and agencies
of the Town and School Department in purchasing and contract matters,
and otherwise observe practices in the best interests of the Town
and the School Department.
Competitive purchases are required in accord
with R.I.G.L. § 45-55-9 and as amended.
If property is to be disposed of, the Town Manager
must give prior approval to the disposal with the award of the bid
by Town Council. The method of disposal will be determined by the
Purchasing Agent and may include sealed bid, auction, trade in, or
any other method deemed appropriate.
A. Sealed bid. Notice shall be placed in a newspaper
of general circulation with the following information:
(1) A brief description of the item to be sold;
(2) Information for bidders with questions;
(3) The deadline for submission of sealed bids;
(4) Information regarding the opening of bids received;
and
(5) A statement reserving the right to accept or reject
any or all bids.
B. Auction. In situations where a large number of items
are to be disposed of, an auction may be held in which prospective
bidders view and make bids at a specific time and place. Notice of
auction shall be posted in at least two public places and advertised
in a newspaper of general circulation not less than seven days prior
to the date of the auction, which notice shall include:
(1) The time and place at which the auction will be held;
(2) A brief description of the items offered at auction;
and
C. Payment. The Town of East Greenwich will accept payment
for items awarded by sealed bid or auction in the following forms:
(2) Certified treasurer's, bank or cashier's check; or
The award of a contract or purchase, or sale
of Town property, shall follow the competitive selection process.
Consistent with the other provisions of these guidelines, the criteria
for award shall be flexible enough to allow consideration of all factors
involved, yet still provide a clear sense of public policy intent.
After bids or proposals have been received through
the competitive selection process, the bids or proposals shall be
reviewed for completeness. The bids or proposals shall be reviewed
to determine how well they meet the specifications or scope of work,
the input from references, or other aspects indicating the overall
ability of the prospective vendor to provide the goods or service
desired. In all cases, the goal of the award shall be to select the
vendor offering the best overall value to the Town; the "lowest/best"
bidder. Price, quality, service and experience, either demonstrated
through other clients or with the Town of East Greenwich, shall be
included in the determination of award.
Bids for property being sold by the Town shall
be awarded to the bidder making the highest responsible bid. In making
this determination, bidders may be requested to supply proof of their
ability to meet their bid before the final award is made.
This policy shall be effective immediately upon
its adoption by the Town Council.