(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 |