§ 33.019  CONTRACTING AND PURCHASING REQUIREMENTS.
   (A)   Special purchases and supplies and services. Notwithstanding the requirements herein, the Board of Works may make purchases without quotes or bids in the following circumstances:
      (1)   In case of emergency which threatens the public health, welfare or safety, I.C. 5-22-10-4;
      (2)   In a unique case which allows a substantial savings, I.C. 5-22-10-5;
      (3)   Purchases at an auction, I.C. 5-22-10-6;
      (4)   Purchase of data processing or licensing when only one source meets City requirements, I.C. 5-22-10-7;
      (5)   Purchase of compatible equipment accessories or parts available through only one source, I.C. 5-22-10-8;
      (6)   In cases where use of a different purchasing method impairs City function, I.C. 5-22-10-9;
      (7)   In case where no quotes or bids were received when requested, I.C. 5-22-10-10;
      (8)   To obtain functional information or comparative data or to obtain a long term competitive position, I.C. 5-22-10-11;
      (9)   When the market structure is based on price but a purchase can be made at a discount, I.C. 5-22-10-11;
      (10)   From a single source at a price equal to or less than the federal supply services schedule or a contract price with a federal or state agency, I.C. 5-22-10-13 through 5-22-10-15;
      (11)   Purchase of copyrighted materials used, provided or distributed by a state agency, I.C. 5-22-10-18.
   (B)   Quotes may be solicited by department heads and need not be sealed unless required above. All
quotes shall be read or opened and read at a Board of Works meeting.
   (C)   Bids must be advertised, sealed, delivered to the Clerk-Treasurer’s office by a specified date and time, and opened in a public meeting.
   (D)   Bid bond. A bid bond is to be enclosed with the sealed bid in the amount of 5% of the base bid (or 5% of the expected total purchases for a year) OR a certified check, payable to the City of Decatur, in the amount of 5% of the base bid (or 5% of the expected total purchases for a year). If a certified check is submitted with a bid in lieu of a bid bond, the certified check will be returned immediately if a bid is not accepted. The certified check from the successful bidder will be returned upon receipt by the city of a performance bond. An unsuccessful bidder’s bond will be returned upon request.
   (E)   Performance bond. The successful bidder will be required to present a performance bond in the amount of 100% of the contract price (or 100% of the expected total purchases for a year).
   (F)   Certificate of insurance. The successful quote/bidder must furnish the City of Decatur a certificate of liability insurance with minimum limits of at least $500,000 per incident, $1,000,000 aggregate for contracts under $50,000 and $1,000,000 per incident, $2,000,000 aggregate for contracts over $50,000. The successful quote/bidder shall cause the City of Decatur to be named as an additional insured under such insurance coverage. The successful quote/bidder shall also provide evidence of Indiana Worker’s Compensation Insurance. Proof of such insurance coverages shall be required as a condition precedent to contract performance.
   (G)   The city reserves the right to competitively bid or request proposals for any purchase or contract over $100,000.
(Ord. 2019-1, passed 2-5-2019)
 
Contract or Purchase Dollar Amount
Supplies, Materials & Equipment
Services
Public Works Projects
Routine Maintenance & Repairs Projects
Professional Services, Architect, Engineer, Survey Contracts
Less than $2,500.00
Dept. Head approval
No quotes
No bonds
I.C. 5-22-8-2
Dept. Head approval
No quotes
No bonds
I.C. 5-22-6-1
Dept. Head approval
3 written quotes
No bonds
Certificate of insurance
I.C. 36-1-12-5(b)(1)(B)
Dept. Head approval
No quotes
No bonds
Certificate of insurance
I.C. 36-1-12-4.9
I.C. 5-22-8-2
Board of Works approval
No quotes or bids
Certificate of insurance
I.C. 5-16-11.1-5
$2,500.00 - $9,999.00
Dept. Head approval
Minimum 2 written quotes
No bonds
I.C. 5-22-8-2
Dept. Head approval
Minimum 2 written quotes
No bonds
I.C. 5-22-6-1
Dept. Head approval
3 written quotes
No bonds
Certificate of insurance
I.C. 36-1-12-5(b)(1)(B)
Dept. Head approval
Minimum 2 written quotes
No bonds
Certificate of insurance
I.C. 36-1-12-4.9
I.C. 5-22-8-2
Board of Works approval
No quotes or bids
Certificate of insurance
I.C. 5-16-11.1-5
$10,000.00 - $49,999.00
Board of Works approval
Minimum 2 written quotes
No bonds
I.C. 5-22-8-2
Board of Works approval
Method deemed appropriate
No bonds
I.C. 5-22-6-1
Board of Works approval
3 written quotes
No bonds
Certificate of insurance
I.C. 36-1-12-5(b)(1)(B)
Board of Works approval
3 written quotes
No bonds
Certificate of insurance
I.C. 36-1-12-4.9
I.C. 5-22-8-2
Board of Works approval
No quotes or bids
Certificate of insurance
I.C. 5-16-11.1-5
$50,000.00 - $149,999.00
Board of Works approval
3 sealed quotes
No bonds
I.C. 5-22-8-3
Board of Works approval
Method deemed appropriate
No bonds
I.C. 5-22-6-1
Board of Works approval
3 sealed quotes
No Bonds
Certificate of insurance
I.C. 36-1-12-5(b)(1)(A)
Board of Works approval
3 written quotes
No bonds
Certificate of insurance
I.C. 36-1-12-4.9
I.C. 5-22-8-3
Board of Works Approval
No Quotes or bids
Certificate of Insurance
I.C. 5-16-11.1-5
$150,000.00 and over
Board of Works approval
Sealed bids
Bid and performance bonds
I.C. 5-22-7
Board of Works approval
Method deemed appropriate
Bid and performance bonds
I.C. 5-22-6-1
Board of Works approval
Sealed bids
Bid and performance bonds
Certificate of insurance
I.C. 36-1-12-4
Board of Works approval
Sealed bids
Bid and performance bonds
Certificate of insurance
I.C. 36-1-12-4
Board of Works approval
No quotes or bids
Certificate of insurance
I.C. 5-16-11.1-5