[Ord. No. 260 §1, 5-18-1982]
The City Clerk is hereby designated as purchasing agent for the City of Greendale. When authorized, the City Clerk shall procure in behalf of the City bids for supplies and services needed by the City in accordance with the procedures prescribed by this Chapter or as required by law.
[Ord. No. 260 §2, 5-18-1982]
All purchases of and contracts for supplies and contractual services and all sales of personal property that have become obsolete and unusable shall, except as specifically provided herein, be based wherever possible on competitive bids.
[Ord. No. 260 §3, 5-18-1982]
All supplies and contractual services, except as otherwise provided in this Chapter, when the estimated cost thereof shall exceed ten thousand dollars ($10,000.00), shall be purchased by formal written contract from the lowest responsible bidder after due notice inviting proposals.
[Ord. No. 260 §4, 5-18-1982]
The notice required by the preceding Section shall consist of the following:
Notice inviting bids shall be published at least once in at least one (1) official newspaper in the County with a circulation of at least five hundred (500) copies per issue, which notice shall be published at least five (5) days preceding the last day set for receipt of proposals. The newspaper notice required herein shall include a general description of the articles to be purchased or sold, shall state where bid blanks and specifications may be secured, and the time and place for opening bids. The purchasing agent shall also solicit sealed bids from all responsible prospective suppliers or purchasers who have requested their names to be added to a "bidder's list", which the purchasing agent shall maintain, by sending them a copy of such newspaper notice or such other notice as will acquaint them with the proposed purchase or sale.
The City Clerk shall also solicit sealed bids by direct mail request to prospective vendors and by telephone as may seem to him/her to be in the best interest of the City.
[Ord. No. 260 §5, 5-18-1982]
All bids shall be submitted to the City Clerk and shall be identified as bids on the envelope. Bids shall be opened in public at a time approved by the Board of Alderpersons. The City Clerk shall tabulate all bids received and the results shall be open to the public. The Board of Alderpersons shall have the authority to reject all bids, parts of all bids or all bids for any one (1) or more supplies or contractual services included in the proposed contract when in their opinion the public interest will best be served thereby.
[Ord. No. 260 §6, 5-18-1982]
Contracts shall be awarded to the lowest responsible bidder. In determining lowest responsible bidder, in addition to price, the Board of Alderpersons shall consider:
The ability, capacity or skill of the bidder to perform the contract or provide the service required;
Whether the bidder can perform the contract or provide the service promptly or within the time specified without delay or interference;
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 service;
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;
The ability of the bidder to provide future maintenance and service for the use of the subject of the contract; and
The number and scope of conditions attached to the bid.
When the award is not given to the lowest bidder, a full and complete statement of the reasons for placing the order elsewhere shall be entered in the minutes by the Board of Alderpersons. If all bids received are for the same total amount or unit price, the City Clerk shall readvertise for bids, unless the public interest will not permit this delay. In such case, the Board of Alderpersons shall award the contract to one (1) of the tie bidders by drawing lots or by purchasing the supplies or contractual services in the open market, provided the price paid therefor shall not exceed the lowest contract bid price submitted for the same supplies or contractual services. If two (2) or more bidders tie for low bid and elements of time or responsibility of the bidders are not sufficient to justify the award to one (1) of the tie bidders, the Board of Alderpersons shall award the contract to one (1) of the tie bidders by drawing lots.
[Ord. No. 260 §7, 5-18-1982]
All purchases of supplies and contractual services of less than the estimated value of ten thousand dollars ($10,000.00) shall be made in the open market without newspaper advertisement and without observing the procedure prescribed in Section 135.030 hereof for award of formal contracts.
All open market purchases shall, whenever possible, be based on at least three (3) competitive bids and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 135.060 of this Chapter. The City Clerk shall solicit bids by direct mail and by telephone to prospective vendors. The City Clerk shall keep a record of all open market orders and the bids submitted in competition hereon and such record shall be open to public inspection.
[Ord. No. 260 §8, 5-18-1982]
The Board of Alderpersons is authorized to dispose of personal property which has become obsolete and unusable upon terms advantageous to the City of Greendale.
The Board of Alderpersons is authorized to conduct or have conducted a public auction at which those items found by the Board of Alderpersons to be obsolete and unusable will be sold in a manner consistent with commonly accepted procedures for public auctions.
With the exception of those items sold at public auction, personal property having an estimated value in excess of five thousand dollars ($5,000.00) shall be disposed of in accordance with the formal contract procedures as provided in Section 135.030 of this Chapter and disposal of personal property having a value of less than five thousand dollars ($5,000.00) shall be made in accordance with the open market procedure as provided for in Section 135.070 of this Chapter.
[Ord. No. 260 §9, 5-18-1982]
Professional Services. Contracts for services of professional persons, including, but not limited to, attorneys, physicians, architects, accountants or other services requiring expert or special knowledge or skill including, but not limited to, Police protection, planning consultants, insurance advisors and brokers, auditors, public relations consultants, real estate brokers, landscape architects and designers, shall be exempt from the requirement of competitive bidding.
Cooperative Purchasing. Contracts with any other governmental units or agencies for the purpose of cooperative purchasing, when it would best serve the interests of the City, shall be exempt from the requirement of competitive bidding. The Mayor must, however, verify that the purchase has been subject to competitive bidding by some other governmental entity.
Exclusive Supplier. Where it shall be determined that there exists a sole supplier without a substitute which would reasonably satisfy the needs of the City, supplies, materials and equipment may be secured in a manner other than competitive bidding. This method of procurement shall be directed by the Mayor.
Per Unit Pricing. When it shall be deemed more appropriate to obtain per unit pricing at the beginning of the fiscal year, at which time items shall be subject to Board of Alderpersons approval, supplies, materials and equipment may be secured from that same supplier throughout the fiscal year.
[Ord. No. 260 §10, 5-18-1982]
In case of an apparent emergency which requires an immediate purchase of supplies or contractual services, the Board of Alderpersons may authorize the purchase at the lowest obtainable price any supplies or contractual services regardless of the amount of the expenditure. A full explanation of the circumstances of the emergency purchase shall be recorded in the minutes of the Board of Alderpersons.