[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]
A. The
Purchasing Agents shall:
1. Act to procure for the City the highest quality in supplies and contractual
services at the least expense to the City.
2. Endeavor to obtain as full and open competition as possible on all
purchases and sales.
3. Prescribe and maintain such forms necessary for the operation of
the purchasing function.
4. 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.
5. 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.
6. 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; Ord. No. 2906, 9-27-2021]
When the City or its Purchasing Agent negotiates any purchase
or contract, except day-to-day operational expenses, for more than
twenty thousand dollars ($20,000.00) for General Fund expenses and
sixty thousand dollars ($60,000.00) 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]
A. The
notice required by the preceding Section shall consist of one (1)
or more of the following:
1. 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.
2. Solicit sealed bids by direct mail or telephone from a bidders' list,
which the Purchasing Agent shall maintain.
3. 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]
A. 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:
1. The ability, capacity and skill of the bidder to perform the contract
or provide the service required and the ability of the bidder to provide
future maintenance and service.
2. The number and scope of conditions attached to the bid.
[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.