City of Coatesville, PA Chapter 47 Procurement and Purchasing

[HISTORY: Adopted by the Council of the City of Coatesville 10-10-1989 by Ord. No. 845-89 as Ch. 50 of the 1989 Code; amended in its entirety 4-27-2015 by Ord. No. 1452-2015. Subsequent amendments noted where applicable.]

§ 47-1 Compliance with provisions.

All procurement and purchases shall be made in accordance with the provisions of the Home Rule Charter and this chapter.

§ 47-2 Procurement of equipment, materials, supplies and repairs or services.

All procurement of equipment, materials, supplies and repairs or services shall be documented as follows:

A. Expenditures under $50 may be made from the petty cash account and shall be supported by receipts. Purchases of common supplies and materials may be made by controlled, open accounts maintained by local suppliers offering the best terms and services, up to a monthly total not to exceed $875 with each supplier.

B. Expenditures of $1,000 or more up to a maximum of $10,500 shall be authorized by a standard form of purchase order signed by the Director of Finance and approved by the City Manager.

§ 47-3 Other purchases and contracts.

Unless otherwise required by state law, other purchases and contracts shall be made as follows:

A. In an amount not exceeding $10,500, by the City Manager or his/her designee, in the open market after such inquiry as he or she deems necessary to ensure that the price or offer obtained is the most advantageous to the City.

B. In an amount from $10,500 and not exceeding $19,400 by the City Manager or his/her designee, by solicitation of bids orally, by telephone or in writing from at least three suppliers. Written tabulation of solicitations made and quotations received shall be maintained on file one year. For a purchase or contract exceeding $10,500, lack of competition is permissible only when an emergency exists which permits no delay because of the possibility of injury to life or destruction of property or when only one source of supply is available and the City Manager or Finance Director shall so certify. If an award is made under the terms of this subsection, a report of such award, together with a statement justifying the lack of competition, shall be made to the City Council by the City Manager.

§ 47-4 Procurement of equipment and supplies through State Cooperative Purchasing Program.

For equipment and supplies, not exceeding $19,400 in the Pennsylvania State Cooperative Purchasing Program, the City Manager may purchase from the contract without any further solicitation or invitation of bids, unless it is known that lower prices are available elsewhere. For purchases over $19,400, Council approval is needed to acquire items through the state program.

§ 47-5 Conditions on purchases and contracts exceeding $19,400.

A. Unless otherwise exempt from bidding as provided herein or by provision of the Home Rule Charter, purchases and contracts in excess of $19,400 shall be made only upon approval of the Council and on the following conditions:

(1) Invitations to bid made by advertisement at least two times [the last not fewer than seven days before the bid opening date (which bid opening shall occur at least 10 days after the first advertisement)], in at least one newspaper of general circulation and by mail to known qualified and interested suppliers or contractors, as well as posted at the City Hall.

(2) Written specifications, terms and conditions.

(3) Bid bond or deposit in the amount of 10% of bid.

B. All contract documents shall have the approval of the City Solicitor prior to advertisement and shall be executed in accordance with Home Rule Charter Section 2-607A.

C. All exemptions and restrictions/conditions set forth in the Third Class City Code at 53 P.S. § 36901, as amended, are incorporated herein by reference and enforceable by the City.

D. The determination of the value of a purchase or contract requiring a public bid as set forth herein shall be adjusted based upon the consumer price index for all urban consumers as specified in 53 P.S. § 36903.1, as amended.

§ 47-6 Certificate of financial interest.

Every contract shall contain a certification that no elected or appointed official of the City or any employee thereof has any direct or indirect financial interest with any person or other entity proposing to contract with the City which has not been disclosed as required by Home Rule Charter § 2-702B. This requirement shall also be made a part of any and all subcontracts.