(A) The purchasing agents may make “special purchases” without soliciting bids or proposals. A special purchase may be made in the following circumstances:
(1) Where there exists an emergency condition (as defined above);
(2) Where there exists a unique opportunity to obtain supplies or services at substantial savings;
(3) At an approved auction;
(4) When compatibility of equipment or parts is an important factor;
(5) When there is a single source supplier of the items needed; or
(6) As otherwise allowed by I.C. 5-22-10.
(B) Special purchases may be made without soliciting bids or proposals, provided that it is made with such competition as is practical under the circumstances. The purchasing agents shall submit a written recommendation to the Town Council describing the basis for the award of the contract. The Town Council may choose to accept the recommendation and award the contract, or may reject the recommendation. The purchasing agents shall comply fully with I.C. 5-22-10 when making a special purchase, and shall maintain the contract records for a special purchase in a separate file which shall include a written determination of the basis for the special purchase and the selection of a particular contractor. Such file shall be maintained for a minimum of five years and shall include the name of each contractor, the amount and type of each contract, and a description of the supplies purchased under each contract.
(Ord. 2017-12, passed 12-14-2017)