A. Purpose: The underlying purposes of this policy are:
1. To ensure fair and equitable treatment of all persons who wish to, or do conduct business with the town of Hatch.
2. To provide for the greatest possible economy in town procurement activities.
3. To foster effective broad based competition within the enterprise system to ensure that the town will receive the best possible service or product at the lowest possible price.
B. Compliance; Exemptions From This Policy:
1. This policy shall not prevent the town from complying with the terms and conditions of any grant, gift, or bequest that is otherwise consistent with law.
2. When a procurement involves the expenditure of federal assistance funds, the town shall comply with applicable federal law and regulations.
C. Definitions:
BUSINESS: Any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, or any other private legal entity.
CHANGE ORDER: A written order signed by the purchasing agent, directing the contractor to suspend work or make changes, which the appropriate clauses of the contract authorize the purchasing agent to order without the consent of the contractor or any written alteration in specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provisions of any contract accomplished by mutual action of the parties to the contract.
CONTRACT: Any town agreement for the procurement or disposal of supplies, services, or construction.
INVITATION FOR BIDS: All documents, whether attached or incorporated by reference, used for soliciting bids.
PERSON: Any business, individual, union, committee, club, other organization, or group of individuals.
PROCUREMENT: Buying, purchasing, renting, leasing, leasing with an option to purchase, or otherwise acquiring any supplies, services, or construction.
PURCHASE DESCRIPTION: The words used in a solicitation to describe the supplies, services, or construction to be purchased, and includes specifications attached to or made a part of the solicitation.
PURCHASING AGENT: The person duly authorized by the town council of the town to enter into and administer contracts and make written determinations with respect thereto.
REQUEST FOR PROPOSALS: All documents, whether attached or incorporated by reference, used for soliciting proposals. (Ord. 2003-02, 1-9-2003)
The purchasing agent shall be responsible to make procurements, solicit bids and proposals, enter into and administer contracts, and make written determinations for the town. The mayor and/or the town council of the town shall act as the purchasing agent. (Ord. 2003-02, 1-9-2003)
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