[Amended 2-20-2006]
No purchases for or on behalf of the Town shall be made unless
an order is drawn upon a purchasing form, in duplicate, with one copy
given to the Town Treasurer. The Treasurer shall not pay any bill
unless he or she has one of the copies of the purchasing order properly
signed by the department head and approved for final payment by the
Town Manager or his/her designated representative.
No electrical supplies or any other supplies or any tools may
be purchased through the Town or from the Town's stock by any
person.
[Added 12-15-2008]
The Town of Elkton hereby adopts the policies and procedures,
mutatis mutandis, of the Virginia Procurement Act, § 2.2-4300
through § 2.2-4377 of the Code of Virginia (1950), and amendments
thereto.
[Added 2-20-2006]
Department heads may authorize expenditures within the department's
budget, provided such expenditures do not exceed $5,000. The Council
must approve expenditures over $5,000 unless there is an emergency
associated with the Town's services to its residents. In the
event os such an emergency, the Chair of the appropriate council committee
may approve such expenditures, and the Council shall be notified of
such emergency at its next scheduled meeting. The Council must approve
any further needed expenditures associated with the emergency.
[Added 12-15-2008; amended 12-16-2013]
A. Sole source. Upon a determination, in writing, that there is only
one source practicably available for that which is to be procured,
a contract may be negotiated and awarded to that source without competitive
sealed bidding or competitive negotiation. The writing shall document
the basis for this determination. The Town shall issue a written notice
stating that only one source was determined to be practicably available,
and identifying that which is being procured, the contractor selected,
and the date on which the contract was or will be awarded. This notice
shall be posted on the Department of General Services' central
electronic procurement website or other appropriate website for 10
days. Sole-source purchases must be approved by the Town Manager or
his designee.
B. Small purchases. Under §
31-5D of the Town Code and Virginia Code § 2.2-4303(G), certain single or term contracts for goods and services other than professional services if the aggregate or the sum of all phases is not expected to exceed $100,000, or not expected to exceed $60,000 for professional services, can be let without competitive sealed bids or competitive negotiation. Professional services shall mean work performed by an independent contractor within the scope of the practice of accounting, actuarial services, architecture, land surveying, landscape architecture, law, dentistry, medicine, optometry, pharmacy or professional engineering. Whenever reasonably possible, potential suppliers of the goods or services must be identified; either verbal or written proposals received; and purchases made from the entity offering the lowest price, unless there is a valid reason to do otherwise. The procedure to be followed, which is based on the estimated cost, is detailed below:
[Amended 3-27-2017]
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Estimated Cost
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General Procedure
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$1,000 or less
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Delegated to the departmental level. No competition is required.
This level may be purchased by the use of the Town's credit card
or by a purchase order.
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$1,000.01 to $5,000
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Requires at least 3 attempted telephone, catalog or electronic
or written quotes to be obtained by the department. Quotes should
be forwarded to the Town Manager's office along with a request
for a purchase order.
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$5,000.01 to $30,000
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Requires at least 3 attempted electronic or written quotes to
be obtained by the department. Quotes should be forwarded to the Town
Manager's office along with a request for a purchase order. The
Mayor's and Town Manager's signatures are required.
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$30,000.01 to $100,000: other than professional services and
$30,000.01 to $60,000: professional services
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Requires at least 4 attempted written quotations. The Town Manager's
office will issue the quotes based upon the requisition submitted
to our office. Please forward specifications/descriptions with your
request. Mayor and Town Manager signatures required.
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[Added 3-27-2017]
Contracts for professional services over $60,000.01 and for
other than professional services over $100,000.01 shall be procured
as follows:
Estimated Cost
|
General Procedure
|
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$60,000.01 and over for professional services
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Requires competitive negotiation in accordance with Virginia
Code § 2.2-4302.2. The Town Manager's Office will issue
a formal request for proposal. Public notice shall be posted on the
Department of General Services' central electronic procurement
website and may be advertised in local newspapers, in the Town's
discretion. Requisitions, including all specifications or scope of
work, should be sent to the Town Manager's Office. Estimated
preparation time is 10 to 15 days. The Mayor's and Town Manager's
signatures are required.
|
$100,000.01 and over for other than professional services
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Requires competitive sealed bidding or competitive negotiation
in accordance with Virginia Code § 2.2-4303. The Town Manager's
office will issue a formal invitation to bid or request for proposal
and advertise in the local newspapers. Public notice shall be posted
on the Department of General Services' central electronic procurement
website and may be advertised in local newspapers, in the Town's
discretion. Requisitions, including all specifications or scope of
work, should be sent to the Town Manager's Office. Estimated
preparation time is 10 to 15 days. The Mayor's and Town Manager's
signatures are required.
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