§ 37.047  SMALL PURCHASE PROCEDURES.
   (A)   The City Manager shall determine the need for any item requested and whether or not the contract is for less than $30,000.00 and the expenditure is provided for in the budget.  Procurement requirements shall not be artificially parceled, split, divided or purchased over a period of time in order to meet the dollar limitations for small purchases.
   (B)   The City Manager shall maintain records of all small purchases.
   (C)   Small purchase procedures shall follow the outlined regulations set out below:
      (1)   All truck, automotive and equipment repair parts shall be purchased on an as-needed basis.  The Fleet Maintenance/Solid Waste Superintendent is authorized to maintain no more than a 30-day supply of common use parts. The Fleet Maintenance/Solid Waste Superintendent may designate certain items not readily available to be stocked as insurance items in addition to common use parts. Each invoice, freight bill, and delivery ticket shall be turned in to the Finance Director once weekly.
      (2)   All purchases made for and on behalf of the city shall conform with the following:
         (a)   Purchases from $.01 to and including $5,000.00 shall be made by the filing of a standard requisition form which shall be approved by the department head prior to purchase. Sales slips, freight invoices and delivery tickets of the purchase shall accompany the requisition form to the Finance Director for processing for payment. All purchases in this category shall bear on the requisition the name and address of the vendor from whom purchased and the signature of the employee making the purchase.  Each department head is responsible for making the purchases in this category and as such is responsible for ensuring the best buy for the city. When more than three sources are readily available locally, reasonable efforts will be made to obtain quotations from all local sources. Documentation of verbal quotes shall be attached to the requisition form for all purchases in this category greater than $2,000.00.  Numerous quotes (verbal or telephone) are encouraged to prevent unfair purchasing practices.
         (b)   Purchases from $5,000.01 to and including $30,000.00 shall require a purchase order.  The department head shall obtain a minimum of three formal written quotations.  When more than three sources are readily available locally, reasonable efforts will be made to obtain quotations from all local sources.
         (c)   Purchases from $30,000.01 and above shall require a purchase order signed and approved by the department head and forwarded to the Finance Director, who shall forward the purchase order to the City Manager, who shall proceed in accordance with the appropriate applicable section of these regulations.
   (D)   All purchases with Federal Transportation funding must include independent cost estimates before purchasing. This independent cost estimate is in addition to quotes or bids received by the city during the purchasing process. A cost and price analysis form for each purchase must also be completed. This form will compare the current purchase to market prices as well as any historical costs of similar items. All Federal Transportation purchases will be made in accordance with applicable federal guidelines. In addition, Finance Department approved forms must be used when documenting your independent cost estimate and cost and price analysis as defined in § 37.040.
   (E)   Documentation must be made that all federally funded micro purchases without competitive quotations that the price is fair and reasonable. Notation needs to be made how this determination was derived.
   (F)   Fair and reasonable price determinations must be made that there must be equitable distribution among qualified suppliers and not splitting of procurements to avoid competition. Documentation that the price is far and reasonable and how the determination was derived must be noted.
   (G)   Davis-Bacon prevailing wage and hour restrictions apply to all construction contracts exceeding $2,000.00 that are federally funded.
   (H)   With Federal Transportation funding, a cost analysis must be obtained when the offeror submits elements (labor hours, overhead, materials, etc.), when the price competition is inadequate, when there is only a sole source available, or when an order is changed. The recipient is not obligated to obtain a cost analysis where price reasonableness of the proposed contracts can be justified on the basis of a catalog or market price of a commercial product sold in large quantities to the general public, or where law or regulation have established price.
(‘83 Code, § 36.52)  (Ord. 52-1979, passed 12-6-79; Am. Ord. 104-1980, passed 10-16-80; Am. Ord. 34-1987, passed 4-21-87; Am. Ord. 61-2019, passed 4-25-19; Am. Ord. 87-2019, passed 6-13-19)