(A) Purpose; policies. The underlying purposes and policies of these procedures are to adopt for the City of Easley procurement practices that are appropriately competitive.
(B) Application of procedures.
(1) General application. These procedures apply only to contracts solicited or entered into after April 14, 2008.
(2) Purchases under $5,000. These procedures do not apply to any procurement under $5,000 where funds for such purchases are included within the budget approved by City Council.
(3) Real property. These procedures do not apply to real property.
(C) Definitions. For purposes of this subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
DESIGN-BUILD SERVICES. Approaches to construction contract management that allow for the selection of a single firm to perform and/or manage the complete design and construction of a project.
DIRECTOR. The City Administrator or his or her designee.
PROCUREMENT. Buying, purchasing, renting, leasing or otherwise acquiring any supplies, services, equipment or construction.
PUBLIC PROCUREMENT UNIT. Any county, city, town, and any other subdivisions of the State or public agency of any such subdivision, public authority, educational, health, or other institution, and any other entity which expends public funds for procurement of property, supplies, services, or construction.
RESPONSIBLE/RESPONSIVE BIDDER. A person or entity who or which:
(a) Has the capability in all respects to perform fully the contract requirements, and has the integrity and reliability which, as substantiated by past performance and reputation, will assure good faith quality performance, and
(b) Has submitted a bid or proposal which conforms in all material aspects to the invitation for bids or request for proposals.
(D) Purchasing authority. The Director shall have authority to make all purchases under this policy, provided that City Council shall approve all purchases over $30,000 that are not included within the budget approved by City Council.
(E) No personal benefit. No city official or employee may personally accept cash, merchandise or any other item of value from any vendor or contractor, and an employee violating this provision shall be subject to termination or other disciplinary action.
(F) Independent cost analysis. When using the sole source or invitation to bid method, an independent cost analysis is recommended prior to going out to bid or seeking pricing from the sole source. When federal or state grant funds are being used it is required to have an independent cost analysis prior to beginning the procurement process. The independent cost analysis performed will vary based on the type of project, but should be maintained with all grant documents.
(G) Women and minority owned businesses. The city recognizes the value of diversity in our community and is, therefore, committed to actively developing supplier diversity by supporting Minority Business Enterprises (MBE) and Women Business Enterprises (WBE). The city is committed to providing opportunities to certified minority and women-owned vendors for procurement of goods and services.
(Ord. 2008-10, passed 4-14-08; Am. Ord. 2016-13, passed 11-14-16)