(A) The Town Manager is hereby designated as the Purchasing Agent, as defined by IC 5- 22-2-26, for the town and the USB.
(B) For the purchase of supplies, as defined in IC 5-22-2-38, the policy of the town shall be:
(1) For purchases below $5,000, the Purchasing Agent shall invite quotes by phone, fax or email from at least three persons known to deal in the lines or classes of supples to be purchased and award the contract to the lowest responsive or responsible offeror. An invoice from the offeror, when approved by the Purchasing Agent, shall be attached to the claim for payment. Routine purchases below $5,000 from established vendors are exempt from this section.
(2) For purchases between $5,000 and $24,999.99, the Purchasing Agent shall invite quotes from at least three persons known to deal in the lines or classes of supplies to be purchased and award the contract to the lowest responsive or responsible offeror. The Purchasing Agent shall generate a purchase order which shall be submitted to the offeror, with a copy to the Clerk-Treasurer, who shall pay upon receipt of an invoice and approval of the Purchasing Agent.
(3) For purchases between $25,000 and $49,999.99, the Purchasing Agent shall invite quotes from at least three persons known to deal in the lines or classes of supplies to be purchased by mailing invitations to quote to those persons at least seven days before the time fixed for receiving quotes. The Purchasing Agent, after consultation with the Council President or the USB President, whichever is appropriate, shall award the contract to the lowest responsive or responsible offeror. The Purchasing Agent shall generate a purchase order which shall be submitted to the offeror, with a copy to the Clerk-Treasurer, who shall pay upon receipt of an invoice and approval of the Purchasing Agent.
(4) For purchases between $50,000 and $149,999.99, the Purchasing Agent shall invite sealed quotes from at least three persons known to deal in the lines or classes of supplies to be purchased by mailing invitations to quote to those persons at least seven days before the time fixed for receiving sealed quotes. Quotes will be tabulated and submitted to the Council or USB, whichever is appropriate, to award the contract to the lowest responsible and responsive offeror for each line or class of supplies required.
(5) For all purchases over $150,000 or more, the Purchasing Agent shall comply with the requirements of IC 5-22-7-2.
(6) In the case of divisions (B)(1) and (2) above, if the Purchasing Agent does not receive a quote from a responsible or responsive offeror, the Purchasing Agent may purchase the supplies under IC 5-22-10-10.
(C) Whenever possible, the Purchasing Agent may also consider purchase of supplies through other governmental entities where permitted under IC 36-1-7-12.
(Res. 18-003, passed 5-7-18)