[Ord. 94-02, § 2-27.1]
The City is authorized to establish purchasing policies for
such items as petty cash, purchase orders, informal bids, and formal
bids. These policies shall be authorized, established, and amended
by resolution.
[Ord. #94-02, § 2-27.2]
Contracts for services for individuals or firms possessing a
high degree of skill, for utility services and sole vendors are exempt
from the City's bidding policies. A service contractor or vendor may
be considered as a "sole vendor" because of shipping cost, time considerations,
service availability, or established expertise in the desired field.
The department head shall submit a memorandum to the Finance and Administrative
Services Director documenting the reasons for selection under this
section. Approval of the City Administrator is also required. In the
event that purchases for equipment or vehicles are part of a major
government purchasing contract which would generate a lower per unit
cost, competitive bids and pre-approval by the City Council are not
required. However, these purchases must be budgeted and shall be approved
by the City Administrator prior to City participation.
[Ord. #94-02, § 2-27.3]
The bidding procedures for public works projects as set forth in Section
4.03 of the City Charter shall be followed.
[Ord. #94-02, § 2-27.4]
Real property shall be acquired only upon order of the City
Council.
[Ord. #94-02, § 2-27.5]
Purchases of equipment, materials, supplies, or services determined
by the City Administrator or his/her designee to be necessary to meet
an emergency which threatens the public health, safety or welfare,
may be made without competitive bidding and without City Council approval.
[Ord. #94-02, § 2-27.6]
Purchases of equipment, materials, supplies, or services determined
by the City Council to be necessary to service the best interest of
the City may be made without competitive bidding.
[Ord. #94-02, § 2-27.8; Ord. #99-01, § 1]
Any officer or employee of the City who violates the purchasing
policies, except for purchases from petty cash or emergency purchases,
may be subject to disciplinary action including termination from the
City Council. Any purchases, contracts or obligations to pay, made
contrary to these policies, shall be null and void.
[Ord. #94-02, § 2-27.9; Ord. #99-01, § 1]
In the case of a purchase or public project financed in whole
or part by public gifts to which are attached conditions relating
to special items to be purchased or special contracts to perform the
work, such purchases or special projects are exempt from the purchasing
policies, if the City Council approves of the project and the exemption.
[Ord. #90-04, § 13; Ord. #94-02, § 2-27.10;
Ord. #99-01, § 1]
Any employee of the City soliciting contract proposals shall
afford maximum opportunity to Albany, minority or woman owned business
enterprises when competing for the City's business. This shall be
done when after evaluation of all factors, including professional
qualifications, proven expertise, and quality of the proposal and
price, the services to be provided are judged equal to those of competitors.
The City shall give preference to purchasing recycled products
and paper, and reusable products offered as alternatives to disposable
products. In a competitive bid process, the preference shall be based
on the lowest bid or price quoted and shall be no greater than ten
(10%) percent above the cost of non-recycled products.