(A) Formal bidding. All contracts for supplies or capital improvements that are not to be paid for, in whole or in part, by special assessment or special taxation, except as otherwise provided herein, when the estimated cost of the contract shall exceed $25,000, shall be purchased from the lowest responsible bidder, after due notice inviting bids, unless one of the exceptions set forth in division (B) is applicable.
(B) Exceptions to formal bidding procedure. The formal bidding procedure, as defined in division (A), is not required in the following cases.
(1) Where the goods or services to be procured are economically procurable from only one source, such as contracts for telephone service, electrical energy and other public utility services, books, pamphlets, periodicals, specially designed business and research equipment and related supplies.
(2) Where the services required are for professional or artistic skills pursuant to a written contract.
(3) In emergencies involving public health, public safety, or where immediate expenditure is necessary for repairs to village property in order to protect against further loss or damage to village property, or to prevent or minimize serious disruption in village services. Where funds of this nature are expended in an emergency by purchase, contract, or otherwise, the Village Trustees shall be notified of the expenditure and the justification of such expenditure.
(4) Contracts for the maintenance, servicing, or provision of repair parts for equipment that are made with the manufacturer or authorized service agent of that equipment, where the provision of parts, maintenance or servicing can be best performed by the manufacturer or authorized service agent, or when such contract would otherwise be advantageous to the village.
(5) Where the goods or services are procured from other governmental agencies.
(6) Any contract for goods, services or supplies, when it is determined to be in the best interests of the village by a vote of two-thirds of the Trustees then holding office.
(C) Advertising for bids shall be made and bids shall be submitted and received by the Village Clerk.
(Prior Code, § 1-9-4) (Ord. 1169, passed 4-5-1990; Ord. 2202, passed 12-18-2014; Ord. 2395, passed 11-22-2017)