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 Meadow Town, hereafter referred to as "Meadow".
2. To provide for the greatest possible economy and long-term value in Meadow purchasing activities.
3. To foster effective broad-based competition within the free enterprise system to ensure that Meadow will receive the best possible service and/or product at the lowest possible price while, at the same time, attempting to attain the greatest long- term value in procurements or purchases.
4. In Meadow's attempt to attain the greatest long-term value, Meadow may show preference to local vendors even though their bid may not be the lowest bid. In showing such preference, Meadow shall justify this by determining that such decision will result in equal to or greater long-term value of such procurement for certain reasons such as better and/or more convenient service, maintenance, warranty, etc.
B. Compliance - Exemptions From This Policy:
1. This policy shall not prevent Meadow from complying with the terms and conditions of any grant, gift, or bequest that is otherwise consistent with law.
2. When a procurement or purchase involves the expenditure of Federal assistance funds, Meadow shall comply with applicable Federal law and regulations.
C. Definitions:
BUSINESS: Means any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, or any other private legal entity.
CHANGE ORDER: Means 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: Means any Meadow agreement for the procurement or disposal of supplies, services, or construction.
INVITATION FOR BIDS: Means all documents, whether attached or incorporated by reference, used for soliciting bids.
PERSON: Means any business, individual, union, committee, club, other organization, or group of individuals.
PURCHASE: Means buying, procuring, renting, leasing, leasing with an option to purchase or otherwise acquiring any supplies, services, or construction.
PURCHASE DESCRIPTION: Means 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: Means the person duly authorized by the Governing Body of Meadow to enter into and administer contracts and make written determinations with respect thereto.
REQUEST FOR INFORMATION (RFI): Means to solicit information and/or to determine the level of vendor interest and availability to provide a service or product to Meadow.
REQUEST FOR PROPOSALS (RFP): Means all documents, whether attached or incorporated by reference, used for soliciting proposals. Normally used when other factors in addition to price and delivery are important in the procurement.
REQUEST FOR QUOTATION (RFQ): Means to solicit low dollar bids with no other considerations. (Ord. 2019-4, 9-18-2018)