The procedures of the village regarding purchasing of goods and services, letting of contracts, soliciting bids for those goods and services and change orders shall be as follows:
(A) (1) The Purchasing Agent shall develop administrative procedures for purchases of up to and including $25,000 by contract or otherwise for public works construction projects, and any Motor Fuel Tax funded expenditures, and $25,000 for supplies, materials, fuel, equipment and services and other items utilized by all departments, commissions and boards of the village. The Purchasing Agent shall have the authority to make purchases of personal property, acquire interests in real property, and contract for services of up to and including $25,000, to the extent authorized in accordance with § 5-8-2 herein.
(2) All vendors or contractors who sell goods or perform services to the village shall conform with the requirements of this article as shall govern the furnishing of goods and services to the village. The Purchasing Agent will promptly report to the Board all financial transactions other than matters handled through the petty cash fund. The Board shall consider and, where appropriate, approve the transactions entered into under the procedures developed by the Purchasing Agent. Contracts entered into by the Purchasing Agent where all funds have not been paid can be canceled by the Board of Trustees.
(B) Except as provided in § 5-8-14, contracts for public works construction projects or Motor Fuel Tax funded expenditures for more than $25,000 and purchases of goods or services for more than $25,000, except those for professional services, shall be made on the basis of awarding of contracts to the lowest responsible bidder after advertising for bids has taken place. By a two-thirds vote of the trustees elected, this requirement of bidding may be waived.
(C) (1) Notice inviting bids shall be published at least once in a newspaper generally circulated within the village at least five days prior to the date set for receiving such proposals; provided, however, that, where the goods to be purchased are of a specialized nature, the notice may be published in a publication pertaining to those particular goods. Such notice shall include a general description of the articles to be purchased or the services to be performed, shall state where bid blanks and specifications may be secured, including the cost, if any, of the specifications, the amount of bid deposit required, and the time and location for opening bids.
(2) In calling for bids of public works projects, the notice shall provide that the general prevailing rate of wages shall be paid for each craft or type of worker needed to perform such work, as provided by statute.
(3) The notice shall be placed in a prominent place in the village building.
(D) The Purchasing Agent may approve increases in public works construction contract amounts due to change orders not to exceed in total 5% of the awarded contract amount and change orders extending the time of completion of public works construction contracts for not more than 30 days without prior Village Board approval. However, no single change order shall exceed $10,000, except where a delay in approving such change order would result in a financial penalty or would create a serious emergency within the village which would endanger the health or safety of its citizens. In such event, the provisions of § 5-8-17 shall be used. The Purchasing Agent shall report his or her actions in making such approvals at the next regular scheduled Village Board meeting.
(Ord. 91-09-65, passed 9-10-1991; Ord. 2005-11-61, passed 11-21-2005; Ord. 2016-07-34, passed 7-18-2016; Ord. 2017-09-55, passed 9-18- 2017; Ord. 2024-02-06, passed 2-5-2024)