867-04 Create Purchasing Procedure

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• OR BK 5770 PG 384 7 of 10 It shall be unlawful for any City Council member or employee to order the purchase of any materials, supplies, equipment, and contractual services, or make any contract within the purview of this Ordinance other than through the Purchasing Agent, unless otherwise authorized herein, and any purchase, order or contract made contrary to the provisions hereof shall not be approved and the City shall not be bound thereby. A. Exceptions Prohibited. There shall be no exceptions by any department under the City Council to the above provisions, except as may be specifically authorized by the City Manager, in writing, stating the reasons for said exceptions. B. Emergency. This section shall not apply to any emergency purchase which is subsequently approved by the Purchasing Agent or City Manager upon justification by the Department Head. SECTION 19. PROHIBITION AGAINST SUBDIVISION No contract or purchase shall be subdivided to avoid the requirements of this Ordinance. SECTION 20. OPEN MARKET PROCEDURES A. Generally, all purchases of supplies and contractual services of a total estimated value of more than One Thousand Five Hundred and 00/100 Dollars ($1,500.00) and less than Ten Thousand and 00/100 Dollars ($10,000.00)may be made in the open market without newspaper advertisement and without observing the procedure prescribed by this ordinance for formal purchasing or sales procedures. 1. Minimum Number of Quotes: All open market purchases or sales shall,whenever possible, be based on at least three (3) competitive quotes and shall be awarded to the lowest responsive, responsible bidder in accordance with the standards set forth in this Ordinance, or the highest responsive, responsible bidder in case of a sale. 2. Invitation for Quotes: The Agent and/or Department Head may solicit either oral or written quotes for open market pricing or sale, but shall use all reasonably available and current vendors and suppliers lists. All oral quotes in excess of One Thousand Five Hundred and 01/100 Dollars ($1,500.01) but less than Ten Thousand and 00/100 ($10,000.00) shall be confirmed in writing. 3. Public Record: The Department Head shall attach to the purchase order a record of all open market quotes submitted in competition thereon, and such records shall be open to public inspection. B. Waiver of Requesting Quotes. The requirements for requesting quotes or bids from three (3) or more sources are waived for the purchase of fuel, library books, education and/or personnel tests, textbooks, printed instructional materials, films, video tapes, disc or tape recordings, and for reference books, periodicals, and similar materials, where such materials are purchased directly from the producer, publisher or authorized distributor, the owner of the copyright or patent, an exclusive agent within the State, a governmental agency, or a recognized educational institution, provided they are in the best interest of the City and approved as set forth in Section 12 above. SECTION 21. CANCELLATION OF INVITATION FOR BIDS An invitation for bids, a request for proposals, or other solicitation may be cancelled, or any or all bids or proposals may be rejected in whole or in part, when it is in the best interest of the City, by the Agent upon recommendation of the operating department. Each solicitation issued by the City shall state that the solicitation may be cancelled and that any bid or proposal may be rejected in whole or part when it is in the best interest of the City. Notice of cancellation or rejection shall be sent to all businesses solicited. The notice, in addition, will state that an opportunity will be given to compete on any resolicitation or any future procurement of similar items.