Cross Reference — Contracts and agreements by the board of aldermen, §§110.010 et seq.
[R.O. 2009 §125.010; CC 1976 §2-65; Ord. No. 1294 §1(3-1), 10-20-1986]
The City Administrator shall be the coordinating Purchasing Agent for the City. He/she shall appoint Purchasing Agents (department heads or their designee) who shall procure for the City the bids for all supplies, contractual services and other items needed by the City, in accordance with the procedures prescribed by this Chapter or required by law. The term "Purchasing Agent" when used in this Chapter shall encompass all the aforementioned individuals.
[R.O. 2009 §125.020; CC 1976 §2-66; Ord. No. 1294 §1(3-2), 10-20-1986]
The Purchasing Agents shall:
Act to procure for the City the highest quality in supplies and contractual services at the least expense to the City.
Endeavor to obtain as full and open competition as possible on all purchases and sales.
Prescribe and maintain such forms necessary for the operation of the purchasing function.
Have the authority to declare vendors who default on their quotations irresponsible bidders and to disqualify them from receiving any business from the municipality for a stated period of time.
Inspect or supervise the inspection of all deliveries with regard to quantity, quality and conformance to specifications and pursue all appropriate claims for non-compliance.
Keep a record of all telephone quotes and bids submitted and such records shall be open to public inspection.
[R.O. 2009 §125.040; Ord. No. 1294 §1(3-5), 10-20-1986; Ord. No. 2238 §1, 4-2-2007]
When the City or its Purchasing Agent negotiates any purchase or contract, except day-to-day operational expenses, for more than ten thousand dollars ($10,000.00) for General Fund expenses and thirty thousand dollars ($30,000.00) for Utility Fund expenses, at least three (3) bids shall be solicited if possible. The City Administrator shall approve all budgeted items and non-budgeted items shall be approved by the Board of Aldermen. Whenever competitive bidding is otherwise required by law, the City shall utilize that process, regardless of the provisions of this Section.
[R.O. 2009 §125.050; CC 1976 §2-70; Ord. No. 1294 §1(3-6), 10-20-1986]
The notice required by the preceding Section shall consist of one (1) or more of the following:
Published in at least one (1) newspaper published in the City or County or in general circulation within the City or County at least five (5) days preceding the last day set for the receipt of proposals. The newspaper notice required herein shall state where bid blanks and specifications may be secured, and the time and place for opening bids.
Solicit sealed bids by direct mail or telephone from a bidders' list, which the Purchasing Agent shall maintain.
The Purchasing Agent shall, where applicable, also advertise all pending purchases or sales by a notice posted on the public bulletin board in the City Hall.
[R.O. 2009 §125.060; CC 1976 §2-71; Ord. No.1294 §1(3-7), 10-20-86]
All obsolete and unusable personal property and equipment shall be sold or disposed of in the most expedient manner possible. Such sales should be made in good faith and should not be made to any individual which could constitute a conflict of interest. Proceeds from such sale shall be immediately deposited to the City Treasury.
[R.O. 2009 §125.070; CC 1976 §2-72; Ord. No. 1294 §1(3-8), 10-20-1986]
Bids shall be submitted sealed to the Purchasing Agent and shall be identified as bids on the envelope. They shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be posted for public inspection and a tabulation report forwarded to the Mayor and Board of Aldermen.
[R.O. 2009 §125.080; CC 1976 §2-73; Ord. No. 1294 §1(3-9), 10-20-1986]
The City reserves the right to reject any or all bids. Contracts shall be awarded to the lowest responsible bidder. Bids shall not be accepted from, nor contract awarded to, a contractor who is in default on the payment of taxes, licenses or other monies due the City. In determining "lowest responsible bidder", in addition to price, the following shall be considered:
[R.O. 2009 §125.090; CC 1976 §2-74; Ord. No. 1294 §1(3-10), 10-20-1986]
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 upon the journal of the Purchasing Agent.
[R.O. 2009 §125.100; CC 1976 §2-75; Ord. No. 1294 §1(3-11), 10-20-1986]
In case of an apparent emergency which requires immediate purchase of supplies or contractual services, the Purchasing Agent may authorize the purchase, at the lowest obtainable price, of any supplies or contractual services. A full explanation of the circumstances of an emergency purchase shall be recorded in the journal of the Purchasing Agent (as recognized by the Purchasing Agent and City Administrator).
[R.O. 2009 §125.110; CC 1976 §2-76; Ord. No. 1294 §1(3-12), 10-20-1986]
The Purchasing Agent shall have the authority to join with other units of Government in cooperative purchasing when the best interest of the City would be served and after approval of the Board of Aldermen.