The Town Manager and his or her designee(s) shall be the Purchasing Agent for the town. No purchase or contract for services of any kind or description, payment for which is to be made from funds of the town, shall be made by the Purchasing Agent or any officer, employee, or agent of the town, except in the manner set forth in this subchapter, and unless said purchase is in accordance with the adopted town budget.
(A) Under $5,000. Whenever any contemplated purchase or contract for services is for the sum of less than $5,000 the Purchasing Agent may order the item as needed.
(B) $5,000 to under $25,000. Whenever any contemplated purchase or contract for services is for the sum of at least $5,000 but less than $25,000, the Purchasing Agent shall solicit at least two bids for the item or service. Said solicitation may be orally obtained, then documented in writing by him or her, and he or she may then award the purchase or contract of service to the lowest responsible bidder.
(C) $25,000 to the bid limit established pursuant to the State Procurement Code (A.R.S. § 41-2501 et seq.) or the bid limit set by A.R.S.§ 34-201 for public work expenditures. Whenever any contemplated purchase or contract for services is for the sum of at least $25,000 and no more than the allowable limit as set by Arizona Revised Statutes, the Purchasing Agent shall solicit at least three written bids for the item or service on bid forms and award the purchase or contract of services to the lowest responsible bidder.
(D) No contract of $25,000 or more shall be approved except by the Town Council. Whenever any contemplated purchase or contract for services is for the sum of $25,000 or more, the Purchasing Agent shall present the bids to the Town Council for approval, and advise the Town Council of the advantages or disadvantages of contract and bid proposals.
(E) Expenditures over the bid limit established pursuant to the State Procurement Code (A.R.S. § 41-2501 et seq.) or over the bid limit set by A.R.S. § 34-201 for public works expenditures. Whenever required by Arizona Revised Statutes, the Purchasing Agent shall cause to be published, in two issues of a newspaper of general circulation in the town, notice inviting bids, which notice shall be published as provided in A.R.S. § 39-204. The notice shall include a general description of the articles to be purchased or services to be performed and the time and place for opening bids. In addition, the Purchasing Agent shall post a notice inviting bids in the Town Hall and may also mail to all responsible prospective suppliers a copy of the notice inserted in the newspaper.
(`87 Code, § 3-4-1) (Am. Ord. 88-07, passed 6-6-88; Am. Ord. 92-01, passed 1-6-92; Am. Ord. 2000-10, passed 11-6-00; Am. Ord. O2006-17, passed 5-15-06; Am. Ord. O2013-06, passed 10-7-13; Am. Ord. O2015-06, passed 10-5-15)
Statutory reference:
Publication of notice for invitation of bids, see A.R.S. § 9-812