(A) The requirements set forth herein shall apply to all purchases of equipment materials, goods and supplies (or any other expenditure governed by IC 5-22) by any city department, utility or sanitary sewer department. The purchasing agency and all purchasing agents may purchase services in whatever manner the purchaser determines to be reasonable to the extent provided by law.
(B) All purchases over $150,000 shall be by invitation to bid under the provisions of IC 5-22 and shall be approved by the purchasing agency.
(C) All purchases between $50,000 and $150,000 shall be made by requesting at least three written quotes under the provisions of IC 5-22-8 and requires purchasing agency approval.
(D) All purchases of at least $5,000 but less than $50,000 shall also be made by requesting at least three quotes and must be approved by the purchasing agency. Strict compliance with IC 5-22-8 is not required; quotes are not required to be in writing and the purchasing agency is not required to give parties seven days to submit quotes; the purchasing agent must document and maintain all solicitations and quotes.
(E) Purchasing agents may make all purchases less than $5,000 on the open market without inviting or receiving quotes or bids.
(F) Under the circumstances allowable by IC 5-22-10 (i.e. existence of emergency conditions, unique opportunity to obtain supplies at a substantial savings) purchases may be made without soliciting bids or quotes, provided that the purchase is made with such competition as is practical under the circumstances and the purchasing agency documents the applicable special circumstances as required by IC 5-22-10.
(G) If a purchasing agency makes a written determination that the use of the competitive bidding or quote procedures is either not practicable or not advantageous to the city, the purchasing agency may make the purchase by utilizing the Request for Proposal procedures set forth in IC 5-22-9.
(H) All purchases shall further be made in accordance with the preferences set forth in IC 5-22-11 (Dept. of Corrections), IC 5-22-12 (Rehabilitation Center), IC 5-22-13 (Qualified Nonprofit Agencies for Persons with Severe Disabilities), IC 5-22-15 (Supplies Manufactured in the U.S., Coal Mined in Indiana, Recycled or Post-Consumer Materials, etc.), and any other preferences established under Indiana law.
(I) No purchase shall be made by any purchasing agency or agent except upon sufficient appropriation made by the fiscal body.
(Am. Ord. 7-2013, passed 3-11-13)