The purchase of supplies, the total cost of which does not exceed $50,000, may be made by either procedure defined in division (A) or (B) below. In making a purchase under this policy, each Purchasing Agent shall act in accordance with good business practices with the primary purpose of serving the needs and best interests of the town, and shall not artificially divide purchases so that they will become subject to this section or so that the purchases will be less than $50,000. All purchases made pursuant to this section shall be approved in advance by the Town Council President.
(A) The Purchasing Agent shall supervise the invitation of not less than three quotes from persons known to deal in the types or classes of supplies needed, by mailing or faxing a copy of the specifications not less than seven days before the time set for receiving quotes. The quotes shall be received by Purchasing Agent at a designated time and place. The Purchasing Agent shall, after adequate review, award the contract to the lowest responsible and responsive quoter, may reject all quotes, or if no valid quotes are received from any item, purchase it on the open market, in conformance with state law; or
(B) The Purchasing Agent may authorize the purchase of supplies on the open market without the solicitation of written quotations. All purchases to be made in the open market shall be made according to the following procedures:
(1) If the purchase is less than $10,000, the Purchasing Agent may make the purchase in any manner deemed appropriate by the Purchasing Agent consistent with the purposes of this policy. The Purchasing Agent is not required to invite quotes from at least three persons known to deal in the lines or classes of supplies to be purchased prior to making a purchase costing $10,000 or less; however, Purchasing Agents are encouraged to take appropriate action to ensure that the price paid is reasonable.
(2) Once a decision to purchase has been made by the Purchasing Agent, the Purchasing Agent or a designated employee under the direction of the Purchasing Agent shall complete a purchase order as provided in § 38.08.
(Ord. 2008-17, passed 8-25-08)