867-04 Create Purchasing Procedure

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r OR BK 5770 PG 385 8 of 10 SECTION 22. EMERGENCY PURCHASES A. By City Manager or his designee. In case of an apparent emergency which requires immediate purchase of supplies or contractual service, the City Manager or his designee shall be empowered to authorize the Department Head to secure, by open market procedure as herein set forth, at the lowest obtainable price, any supplies or contractual services. The City Manager or his designee shall have the authority to act in the case of any emergency that might affect the health, safety, and welfare of the City. If such purchase exceeds Ten Thousand and 00/100 ($10,000.00), it shall be reported at the next regularly scheduled meeting of the City Council if possible, but no later than the second regularly scheduled meeting of the City Council following the date of the emergency purchase. B. Disaster Preparedness. In a potential disaster, the City Manager may give the Purchasing Agent or Department Head unequivocal authority to bypass the purchasing procedures set forth in this Ordinance to seek items required for a disaster at maximum competition. Awards for the supply of foods, goods, and services made in contemplation and preparation for the occurrence of a natural or manmade disaster or of civil unrest, where availability rather than price is the controlling factor, are exempt from this Ordinance. SECTION 23. ALTERNATIVE PROCEDURE FOR PUBLIC WORKS, UTILITIES, SOLID WASTE AND IMPROVEMENTS Unless otherwise precluded by State or Federal law, construction contracts for public works,utilities and associated improvements,may be awarded by the City Council in accordance with the following procedures in lieu of utilizing the formal contract procedures set forth herein. A. Solicitation of Competitive Quotes. Upon authorization from the City Council, the City Manager or his designee may solicit competitive quotes for the construction of public works and improvements based upon.a request for proposals prepared by or,.on behalf of the City outlining the nature and scope of the particular public works or improvement. Said competitive quote shall be received from those persons or companies which have been prequalified through a qualification process, in the event the City elects to prequalify vendors, or in the event the City does not prequalify vendors, such quotes shall be solicited in the same manner as competitive bids are requested in accordance with Section 9 (A) of this Ordinance. The Purchasing Agent shall maintain an accurate record of all quotes received pursuant to the City's request for proposal. All such competitive quotes shall be sealed quotes and delivered on or before the time specified in the City's request. B. Negotiations. Upon acquisition of the competitive quotes in accordance with the above procedures, the City Council may accept the lowest and best quote, or authorize the City Manager to conduct further negotiations with any or all of the vendors submitting competitive quotes. The City Council mayrequire that negotiations be conducted based upon a priority ranking of vendors or simultaneously with those vendors approved by the City Council to participate in negotiations. Upon authorization by the City Council, the City Manager or his designee, shall conduct negotiations with vendors authorized by the City Council to participate in such negotiations in order to_determine whether the public works or improvements may be acquired at a price lower than the lowest quote received or upon terms more advantageous to the City than those set forth within the City's request for proposal. In the event such negotiations are commenced, the following guidelines shall apply: 1. A record of any change in specification requirements as a result of negotiations shall be maintained. 2. A record of all negotiated prices lower than the lowest quoted price shall be maintained. 3. A negotiated price which is higher than the lowest and best quote obtained in the competitive quote process shall not be accepted unless the City Council