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In case of an apparent emergency which requires immediate acquisition of supplies or contractual services, the Mayor may authorize the purchasing agent to secure, at the lowest obtainable price, any supplies or contractual services. A written report of the circumstances of an emergency purchase shall be filed with the Mayor and the Legislative Council by the purchasing agent and shall be open for public inspection.
(Ord. 645, passed 1-6-14; Am. Ord. 742, passed 5-20-24)
In case of actual emergency, the head of any using department, office or agency may purchase directly any supplies or contractual service whose immediate procurement is essential to prevent delays in the work of the using agency which may vitally affect the life, health or convenience of citizens. The department head shall file with the purchasing, not later than the next business day, a requisition and a copy of the delivery record, together with a written report of the circumstances of the emergency, and shall file a copy of the report with the Mayor and the Legislative Council.
(Ord. 645, passed 1-6-14; Am. Ord. 742, passed 5-20-24)
For the purpose of this subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
“BEST VALUE.” A function/service comparison performed with cost, quality and availability variables among others; obtaining the best possible products/services at the lowest possible cost.
“BEST VALUE PROPOSITION.” A function/service comparison performed with cost, quality and availability variables among other criteria; obtaining the best possible products/services, considering any intangible or other benefits that may not necessarily represent the lowest possible cost, but overall better value perceived.
“FORMAL BID PROCEDURE.”
(1) “INTENT TO BID.” The offer of a supplier (bidder) to provide specific goods and/or services in accordance with all specifications and conditions indicated in a solicitation. The purchasing agent shall award the contract or make the purchase from the lowest qualified bidder.
(2) “REQUEST FOR PROPOSALS (RFP).” A document used to solicit proposals to accomplish a specified scope of work. Negotiations may be conducted after evaluation of all offers. The purchasing agent shall award the contract or make the purchase deemed to be in the best interest of the town.
“GSA.” General Services Administration, which is the acquisition and procurement agency for the government of the United States; it contracts for all goods, services and real property required by the operation of the civilian federal government.
“GSA.” General Services Administration, which is the acquisition and procurement agency for the government of the United States; it contracts for all goods, services and real property required by the operation of the civilian federal government.
“LOWEST QUALIFIED BIDDER.” A supplier who has the capacity and capability to provide goods/services in conformance with the specifications at the lowest cost.
"MRO." Maintenance, repair and operation.
“SOLE SOURCE.” One, and only one, source of supply deemed acceptable or capable of meeting the specification for a product/service qualified with a sole source justification document to the purchasing agent.
Ord. 645, passed 1-6-14; Am. Ord. 742, passed 5-20-24)
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