(A) Purchases up to $10,000. The purchasing agents may purchase supplies with an estimated cost of up to $10,000 and may pay for public works expenditures for the routine operation, routine maintenance, or routine repair of a building, structure, facility, or equipment with an estimated price of not more than $10,000 according to the purchasing policies as defined in § 34.26(C).
(B) Purchases between $10,001 and $50,000. If the purchasing agents expect a purchase to be greater than $10,000 but less than $50,000, the purchasing agents shall come to the Town Council at a regularly scheduled meeting for approval. The purchasing agents shall provide information to the Council regarding specifications for the purchase and regarding comparative costs/prices and qualifications of known vendors/suppliers. However, the Council shall retain the right to modify the specifications for the purchase, to specify a specific vendor/supplier or to require the purchasing agent to formally solicit quotes or go through a formal bidding process at its discretion.
(C) Purchases between $50,000 and $150,000.
(1) Purchases to be at least $50,000 but not more than $150,000 should be supported by quotes from at least three vendors/persons known to deal in the types of supplies to be purchased. At least one quote must come from vendors/persons who participate in state, federal, or municipal pricing programs if such vendors/persons exist.
(2) The purchasing agent shall mail an invitation to quote to at least three vendors/persons of his or her choice at least seven days before the fixed time for receiving the quotes. The purchasing agent shall submit all quotes to Town Council for consideration, selection, approval, or rejection. The Town Council shall award the contract to the lowest responsible and responsive offer or for each line or class of supplies required. The Town Council may reject all quotes.
(3) The purchasing agent will notify vendors/persons of the Town Council’s decision. If the purchasing agent does not receive a quote from a responsible and responsive vendor/person, he or she may use special purchasing methods set forth in I.C. 5-22-10-1 et seq. to purchase the necessary supplies as long as the purchase is approved by Town Council.
(D) Purchases over $150,000. If the purchasing agent expects a purchase to be over $150,000, he or she shall use the competitive bidding procedures set forth in I.C. 5-22-7 et seq.
(Ord. 2017-12, passed 12-14-2017)