(A) Definitions. The following terms shall apply to this chapter as written unless context indicates or requires a different meaning.
INVOICE. A list of goods sent or services provided, with a statement of the sum due for these; a bill.
MUNICIPALLY OWNED UTILITIES. Means and includes the town's electric, water, wastewater (sanitary sewer) and storm water utilities.
TOWN. Unless otherwise noted, TOWN means both the town and/or any of its municipally owned utilities.
(B) Purchasing Agent. Pursuant to I.C. § 5-22-2-26, PURCHASING AGENT is defined as individuals authorized by the Council to act as an agent of the town in administering the duties of the Council as the town's purchasing agency (see Town of Bargersville administrative policy purchasing policies and procedures for current designated purchasing agent and their designees).
(C) Custodian of public funds. The purchasing agent, as custodian of public funds, shall be responsible for soliciting and comparing prices from as many responsible suppliers as is practical and purchase the best quality goods and services at the best value on behalf of the citizens and rate payers. Comparison pricing can be obtained via letter, email, fax, or website on official vendor document or letterhead. Any item obtained under a line of credit, does not require comparison pricing.
(1) Receipt of goods and services. The purchasing agent or his/her designee shall be responsible for receiving and inspecting all purchased goods. If the vendor requires the purchasing agent or such other person who receives the goods or services to sign a bill of lading, delivery ticket, or other document confirming delivery of the goods or performance of the service, the purchasing agent shall obtain a copy of such documentation as well.
(2) Invoice or bill. The purchasing agent is responsible for insuring that a fully itemized invoice or bill is issued for each purchase. The purchasing agent shall sign each bill or invoice, certifying that the goods or services were received and meet the requirements specified. The purchasing agent shall submit the signed invoice or bill along with the town's copy of any bill of lading, delivery ticket or other documents received from the vendor or carrier to the town's Clerk Treasurer or their designee. All invoices or bills must be signed by the purchasing agent before being paid. All invoices must be submitted for payment a minimum of seven days prior to the due date.
(D) For all purchases less than $50,000.
(1) No quote or bid process required (I.C. 5-22-8). Purchasing agent may make a purchase of less than $50,000.00, without formal quotes or bids subject to division (C) (see administrative policy - purchasing policies and procedures).
(2) All purchases are considered operational and should be purchased by the purchasing agent within their budget constraints subject to division (C). Except for the following items where the purchasing agent must obtain approval from the Town Council prior to making the purchase:
(a) Expansions (or add on's) to existing assets, over $2,500.
(b) Assets includes everything owned by the town or utilities.
(c) All vehicles and/or movable equipment over 500 lbs. (for both replacement and expansions), over $2,500.
(E) Purchases between $50,000 and $150,000 (follow state code). Quotes process required (I.C. § 5-22-8). An authorized purchasing agent may purchase supplies by inviting quotes from at least three persons known to deal in the lines or classes of supplies to be purchased. Invitations to quote shall be mailed at least seven days before time fixed for receiving quotes. If a satisfactory quote is received, purchasing agent shall award a contract to the lowest responsible bidder. If the purchasing agent does not receive a quote from a responsible and responsive offer or, the purchasing agent may purchase the supplies, goods, or materials under the special purchase provisions of the Indiana Code.
(F) Purchases greater than $150,000 (follow state code). Competitive bid process required (I.C. § 5-22-7). For purchases greater than $150,000, the competitive bid process includes:
(1) Issue invitation for bids.
(2) Invitations must meet public notice requirements (I.C. § 5-3-1 notices).
(3) Open bids publicly, a contract must be awarded with reasonable promptness by written notice to the lowest responsible and responsive bidder. Bids may not be changed substantively after they have been submitted (in price or provisions). The purchasing agency must maintain the name of each bidder and the bid amount and such other information required by state law or local rules for public inspection after award.
(Ord. 2013-5, passed 3-5-2013; Am. Ord. 2018-03, passed 2-22-2018)