(A) Definitions. For the purpose of this section, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
OFFER. A response to a solicitation and includes a bid, proposal and quote.
PURCHASING AGENT. An individual authorized by the Board of Commissioners to act as agent for the County Highway Department in the administration of the duties of the Board of Commissioners.
SOLICITATION. The procedure by which the Purchasing Agent shall invite persons to submit an offer to enter into a contract with the county, for the purchase of supplies related to the operation of the Highway Department and includes an invitation for bids, a request for proposals or a request for quotes.
SUPPLIES. Any property, except for real estate, and includes equipment, goods and materials.
(B) Designation of Purchasing Agent. The County Highway Superintendent is hereby designated as the county’s Purchasing Agent for the purchase of supplies necessary for the maintenance of county roadways and the operation of the County Highway Department.
(C) Vendor list. The Highway Superintendent shall compile and maintain a list of vendors by category known to engage in the sale of the various types of supplies utilized in the operation of the County Highway Department. Any vendor who wishes to be added or deleted from the vendor list may submit such request to the Highway Superintendent.
(D) Purchasing procedure. In accordance with I.C. 5-22-8, the Highway Superintendent is authorized to make any purchase of supplies in connection with the operation of the County Highway Department which the Purchasing Agent expects to be less than $50,000 upon compliance with the following procedure:
(1) The Highway Superintendent shall solicit by written invitation, telephone, fax or electronic mail offers from at least two vendors regularly engaged in the sale of the type of supplies for which the solicitation is being made; and
(2) Upon the receipt of written confirmation of at least two offers, the Highway Superintendent shall contract to purchase the supplies from the vendor who submits the best offer, determined by taking into account the price, availability, delivery schedule and quality of the supplies, as well the reliability and past history of the vendor with the county.
(E) Maintenance of records. The Purchasing Agent shall maintain a record of the solicitations issued and offers received as a regular part of the business records of the County Highway Department.
(F) Division of bids prohibited. In compliance with I.C. 5-22-8-l(b), the Highway Superintendent may not artificially divide purchase requirements so as to constitute a small purchase under this section.
(Ord. 2011-10, passed 11-21-2011)